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AI-Powered Proposal Automation Using Google Slides
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https://n8nworkflows.xyz/workflows/ai-powered-proposal-automation-using-google-slides-5082
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# AI-Powered Proposal Automation Using Google Slides
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### 1. Workflow Overview
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This workflow automates the generation of customized AI-powered business proposals by integrating client input collected via a form with AI-generated content, Google Slides templating, and automated email delivery. Targeted at small businesses seeking tailored AI automation solutions, it streamlines proposal creation from discovery call data to a polished presentation sent directly to the client.
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The workflow is logically divided into four main blocks:
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- **1.1 Input Reception:** Captures client data from a discovery form.
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- **1.2 AI Processing:** Uses OpenAI GPT-4 to generate a detailed, JSON-structured proposal based on input.
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- **1.3 Proposal Document Creation:** Copies a Google Slides template and replaces placeholders with AI-generated content.
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- **1.4 Proposal Delivery:** Sends the finalized proposal link to the client via email.
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---
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### 2. Block-by-Block Analysis
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#### 2.1 Input Reception
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- **Overview:** Receives client discovery data through a web form, including company details, problems, desired solutions, project scope, cost, and timeline.
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- **Nodes Involved:**
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- On form submission
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##### Node: On form submission
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- **Type & Role:** Form Trigger node; entry point capturing user input.
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- **Configuration:**
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- Form titled "DaeX AI - Client Discovery Form" with required fields: First Name, Last Name, Company Name, Email, Website, Problem, Solution, Scope, Cost, How soon?
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- Webhook URL auto-generated for receiving form data.
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- **Key Expressions:** Accessed later via expressions like `$('On form submission').item.json.Email`.
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- **Input/Output:**
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- No input.
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- Outputs form data JSON to OpenAI node.
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- **Failure Cases:**
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- Webhook misconfiguration or connectivity issues.
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- Missing required fields (form validation handles this).
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- **Version:** 2.2
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- **Notes:** This node is the trigger for the entire workflow.
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#### 2.2 AI Processing
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- **Overview:** Sends the client data to OpenAI GPT-4 to generate a comprehensive proposal, structured exactly as a JSON object to populate the proposal template.
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- **Nodes Involved:**
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- OpenAI
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##### Node: OpenAI
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- **Type & Role:** OpenAI node (GPT-4 model) generating the proposal content.
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- **Configuration:**
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- Model: GPT-4o (GPT-4 optimized).
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- Messages include:
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- System prompt defining persona as David Olusola, CEO, expert in AI automation for SMBs.
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- Assistant prompt requesting a specific JSON output with named fields for proposal sections.
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- User prompt injecting client discovery data dynamically and providing instructions on tone, conciseness, and content scope.
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- JSON output enabled to parse AI response as JSON automatically.
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- **Key Expressions:** Uses dynamic expressions to inject client data into the prompt.
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- **Input/Output:**
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- Input: JSON from form submission.
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- Output: Structured proposal JSON passed to Google Drive node.
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- **Failure Cases:**
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- API authentication errors or quota limits.
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- AI model response formatting issues (non-JSON or incomplete output).
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- Network timeouts.
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- **Version:** 1.6
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- **Credentials:** Requires configured OpenAI API credentials.
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- **Notes:** The core AI content generation engine driving the proposal customization.
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#### 2.3 Proposal Document Creation
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- **Overview:** Copies a Google Slides template file and replaces multiple placeholder text tokens with the AI-generated proposal content and client cost data.
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- **Nodes Involved:**
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- Google Drive
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- Replace Text (Google Slides)
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##### Node: Google Drive
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- **Type & Role:** Google Drive node copying the proposal template to create a new presentation instance.
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- **Configuration:**
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- Operation: Copy file.
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- Source file ID: Hardcoded template ID.
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- New file name: Set dynamically to the proposal title from AI output.
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- Copy permissions: Writer permission not required for others.
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- **Key Expressions:** Filename is `={{ $json.message.content.proposalTitle }}` from AI node output.
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- **Input/Output:**
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- Input: AI output JSON.
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- Output: New presentation file metadata including presentationId for Slides.
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- **Failure Cases:**
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- Google Drive API quota or permission errors.
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- Invalid template ID or missing file.
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- **Version:** 3
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##### Node: Replace Text
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- **Type & Role:** Google Slides node replacing placeholder text variables in presentation slides.
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- **Configuration:**
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- Operation: ReplaceText.
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- PresentationId: Pulled dynamically from Google Drive node output (`{{$json.id}}`).
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- Multiple text replacement mappings where each placeholder (e.g., `{{proposalTitle}}`) is replaced by corresponding AI JSON field data (e.g., `={{ $('OpenAI').item.json.message.content.proposalTitle }}`).
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- Includes all proposal sections: titles, descriptions, milestones, and cost.
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- **Key Expressions:** Heavy use of expressions referencing AI node output fields to populate placeholders.
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- **Input/Output:**
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- Input: Google Drive output (presentation metadata).
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- Output: Updated presentation metadata with replaced text.
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- **Failure Cases:**
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- Invalid presentation ID.
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- Placeholder text not found in template causing no replacement.
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- API rate limits or permission issues.
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- **Version:** 2
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#### 2.4 Proposal Delivery
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- **Overview:** Sends the client an email with a link to the customized Google Slides proposal.
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- **Nodes Involved:**
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- Gmail
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##### Node: Gmail
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- **Type & Role:** Gmail node sending the final proposal email.
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- **Configuration:**
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- Recipient email dynamically set to client’s email from form submission.
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- Subject: "Your Custom AI Automation Proposal - DaeX AI".
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- Message body: Personalized greeting with client first name, company name, and direct link to the Google Slides presentation using presentationId.
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- Email type: Plain text.
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- Attribution disabled.
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- **Key Expressions:** Uses expressions to embed client name and presentation link dynamically:
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- `={{ $('On form submission').item.json.Email }}` for recipient.
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- `https://docs.google.com/presentation/d/{{ $json.presentationId }}/edit` for the proposal link.
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- **Input/Output:**
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- Input: Google Slides node output for presentationId and form submission data for email address.
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- Output: Email sent confirmation.
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- **Failure Cases:**
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- Authentication failure with Gmail.
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- Invalid email address or missing field.
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- Network or quota limits.
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- **Version:** 2.1
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- **Credentials:** Requires configured Gmail OAuth2 credentials.
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- **Notes:** Final step in the customer communication flow.
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#### 2.5 Auxiliary Nodes
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##### Node: Sticky Note
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- **Type & Role:** Documentation node providing setup instructions and overview.
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- **Content:**
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- Explains workflow purpose: automated AI proposals from client discovery calls.
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- Setup instructions for OpenAI, Google Slides template, Gmail credentials.
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- Testing and activation notes.
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- **Position:** Top-left for visibility.
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- **Failure Cases:** None (purely informational).
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---
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### 3. Summary Table
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| Node Name | Node Type | Functional Role | Input Node(s) | Output Node(s) | Sticky Note |
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|--------------------|--------------------------------|-----------------------------------------|-----------------------|-----------------------|--------------------------------------------------------------------------------------------------------|
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| Sticky Note | Sticky Note | Documentation and setup instructions | | | ## Automated Proposal Generator - Intelligent AI automation proposals generated from client discovery calls. Setup includes OpenAI, Google Slides template, Gmail credentials, and testing instructions. |
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| On form submission | Form Trigger | Capture client discovery form data | | OpenAI | |
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| OpenAI | OpenAI (GPT-4) | Generate structured AI proposal content | On form submission | Google Drive | |
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| Google Drive | Google Drive | Copy proposal template file | OpenAI | Replace Text | |
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| Replace Text | Google Slides (Replace Text) | Replace placeholders with AI content | Google Drive | Gmail | |
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| Gmail | Gmail | Send proposal link email to client | Replace Text | | |
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---
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### 4. Reproducing the Workflow from Scratch
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1. **Create Form Trigger Node**
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- Type: Form Trigger
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- Name: "On form submission"
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- Configure form titled "DaeX AI - Client Discovery Form" with required fields:
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*First Name, Last Name, Company Name, Email (email type), Website, Problem (textarea), Solution (textarea), Scope (textarea), Cost, How soon?*
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- Ensure webhook is active and accessible.
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2. **Add OpenAI Node**
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- Type: OpenAI (GPT-4)
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- Name: "OpenAI"
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- Credentials: Configure OpenAI API credentials.
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- Model: GPT-4o (GPT-4 optimized).
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- Messages:
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- System role defining persona as David Olusola, CEO, AI automation expert.
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- Assistant prompt requesting JSON structured proposal fields with exact keys.
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- User prompt injecting client data dynamically via expressions referencing form submission JSON fields (Company Name, Problem, Solution, Scope, Cost, How soon?).
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- Enable JSON output parsing.
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- Connect output from "On form submission" node to this OpenAI node.
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3. **Add Google Drive Node**
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- Type: Google Drive
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- Name: "Google Drive"
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- Credentials: Set Google Drive OAuth2 credentials with file copy permissions.
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- Operation: Copy file.
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- File ID: Use Google Slides proposal template file ID (update to your own template).
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- Set new filename dynamically using expression: `={{ $json.message.content.proposalTitle }}` from OpenAI output.
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- Connect output from "OpenAI" node to this node.
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4. **Add Google Slides Replace Text Node**
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- Type: Google Slides
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- Name: "Replace Text"
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- Credentials: Same Google OAuth2 as Google Drive.
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- Operation: ReplaceText
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- Presentation ID: Use expression to get new presentation ID from Google Drive node output `={{ $json.id }}`.
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- Configure multiple text replacement pairs mapping placeholders (e.g., `{{proposalTitle}}`) to corresponding OpenAI JSON content fields (e.g., `={{ $('OpenAI').item.json.message.content.proposalTitle }}`), including all proposal title, description, milestones, and cost fields.
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- Connect output from "Google Drive" node to this node.
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5. **Add Gmail Node**
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- Type: Gmail
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- Name: "Gmail"
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- Credentials: Setup OAuth2 Gmail credentials for sending email.
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- Parameters:
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- Send To: `={{ $('On form submission').item.json.Email }}`
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- Subject: "Your Custom AI Automation Proposal - DaeX AI"
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- Message: Plain text including personalized greeting with client first name, company name, and Google Slides link using `https://docs.google.com/presentation/d/{{ $json.presentationId }}/edit`.
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- Disable attribution.
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- Connect output from "Replace Text" node to this Gmail node.
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6. **Optional: Add Sticky Note for Documentation**
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- Add a Sticky Note node at the top left for workflow description and setup instructions.
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7. **Activate Workflow**
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- Test with sample form submissions before going live.
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- Confirm OpenAI responses generate valid JSON.
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- Verify Google Slides template placeholders match those used in Replace Text node.
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- Check emails are sent correctly with proper links.
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---
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### 5. General Notes & Resources
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| Note Content | Context or Link |
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|----------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------|
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| Workflow built and maintained by David Olusola, CEO of DaeX AI, expert in AI automation for SMBs | Internal project credit |
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| Ensure Google Slides proposal template includes all placeholders exactly as coded (`{{proposalTitle}}`, etc.) | Template must be pre-created with placeholders for text replacement |
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| OpenAI API usage requires valid subscription and quota management | https://platform.openai.com/account/api-keys |
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| Gmail node requires OAuth2 setup with "Send email" permission | https://developers.google.com/gmail/api/auth/scopes |
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| Testing recommended with sample data to validate AI JSON output and correct text replacements | Use n8n manual execution and debug mode |
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---
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This document fully describes the "Automated Proposal Generator" workflow, enabling reproduction, modification, and troubleshooting.
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