Send One-Time Email Alerts for Urgent Tasks with Google Sheets and Gmail — n8n Workflow

Low complexity⚡ Trigger5 nodes🏷️ Project Management👁 36 viewsby Yassin Zehar

Overview

Description

This workflow sends a personalized email when a task in a Google Sheet is marked as Urgent, but only once per task.

It prevents duplicate notifications by updating the sheet after the email is sent. Ideal for collaborative task tracking where multiple people edit the same spreadsheet.

Context

When working with shared task lists in Google Sheets, it’s easy to miss critical updates — or worse, trigger multiple alerts for the same task.

This workflow ensures that each "Urgent" task

Nodes used

Google SheetsGmail

Workflow Preview

Required
• Google sheets credential
• Gmail credential
1) Trigger, Filter & Row Info
Trigger:
- Google Sheets Trigger (on change in "Priority" column
Filtering:
- IF node filters on:
- Priority = "Urgent"
2) Send Email
Email Node:
- Personalized message with:
- Task name
- Owner
- Deadline
3) Update Google Sheet
Update Row Node:
- Use: row_number = {{ $json.row_number }}
- Set "Notified" to "Yes" or timestamp
Best Practice:
- Update a value to track that the email was sent
⚡
T
Trigger when Urgent status
Get the row number
C
Condition to send the em…
Email alert
Update row avoiding spam
5 nodes4 edges

How it Works

  1. 1

    Trigger

    The workflow starts with a trigger trigger.

  2. 2

    Process

    Data flows through 5 nodes, connecting gmail, googlesheets, googlesheetstrigger.

  3. 3

    Output

    The workflow completes its automation and delivers the result to the configured destination.

Node Details (5)

GO

Google Sheets

googleSheets

#1
GM

Gmail

gmail

#2

How to Import This Workflow

  1. 1Click Download JSON button on the right to save the workflow file.
  2. 2Open your n8n instance. Go to Workflows → New → Import from file.
  3. 3Select the downloaded send-one-time-email-alerts-for-urgent-tasks-with-google-sheets-and-gmail file and click Import.
  4. 4Set up credentials for each service node (API keys, OAuth, etc.).
  5. 5Click Test Workflow to verify everything works, then activate it.

Or paste directly in n8n → Import from JSON:

{ "name": "Send One-Time Email Alerts for Urgent Tasks with Google Sheets and Gmail", "nodes": [...], ...}

Integrations

gmailgooglesheetsgooglesheetstriggerif

Get This Workflow

Download and import in one click

Download JSONView on n8n.io
Nodes5
Complexitylow
Triggertrigger
Views36
CategoryProject Management

Created by

Yassin Zehar

Yassin Zehar

@yassinzehar

Tags

gmailgooglesheetsgooglesheetstriggerif
⚡

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