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AI-Powered Proposal Automation Using Google Slides

https://n8nworkflows.xyz/workflows/ai-powered-proposal-automation-using-google-slides-5082

AI-Powered Proposal Automation Using Google Slides

1. Workflow Overview

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.

The workflow is logically divided into four main blocks:

  • 1.1 Input Reception: Captures client data from a discovery form.
  • 1.2 AI Processing: Uses OpenAI GPT-4 to generate a detailed, JSON-structured proposal based on input.
  • 1.3 Proposal Document Creation: Copies a Google Slides template and replaces placeholders with AI-generated content.
  • 1.4 Proposal Delivery: Sends the finalized proposal link to the client via email.

2. Block-by-Block Analysis

2.1 Input Reception

  • Overview: Receives client discovery data through a web form, including company details, problems, desired solutions, project scope, cost, and timeline.
  • Nodes Involved:
    • On form submission
Node: On form submission
  • Type & Role: Form Trigger node; entry point capturing user input.
  • Configuration:
    • Form titled "DaeX AI - Client Discovery Form" with required fields: First Name, Last Name, Company Name, Email, Website, Problem, Solution, Scope, Cost, How soon?
    • Webhook URL auto-generated for receiving form data.
  • Key Expressions: Accessed later via expressions like $('On form submission').item.json.Email.
  • Input/Output:
    • No input.
    • Outputs form data JSON to OpenAI node.
  • Failure Cases:
    • Webhook misconfiguration or connectivity issues.
    • Missing required fields (form validation handles this).
  • Version: 2.2
  • Notes: This node is the trigger for the entire workflow.

2.2 AI Processing

  • 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.
  • Nodes Involved:
    • OpenAI
Node: OpenAI
  • Type & Role: OpenAI node (GPT-4 model) generating the proposal content.
  • Configuration:
    • Model: GPT-4o (GPT-4 optimized).
    • Messages include:
      • System prompt defining persona as David Olusola, CEO, expert in AI automation for SMBs.
      • Assistant prompt requesting a specific JSON output with named fields for proposal sections.
      • User prompt injecting client discovery data dynamically and providing instructions on tone, conciseness, and content scope.
    • JSON output enabled to parse AI response as JSON automatically.
  • Key Expressions: Uses dynamic expressions to inject client data into the prompt.
  • Input/Output:
    • Input: JSON from form submission.
    • Output: Structured proposal JSON passed to Google Drive node.
  • Failure Cases:
    • API authentication errors or quota limits.
    • AI model response formatting issues (non-JSON or incomplete output).
    • Network timeouts.
  • Version: 1.6
  • Credentials: Requires configured OpenAI API credentials.
  • Notes: The core AI content generation engine driving the proposal customization.

2.3 Proposal Document Creation

  • Overview: Copies a Google Slides template file and replaces multiple placeholder text tokens with the AI-generated proposal content and client cost data.
  • Nodes Involved:
    • Google Drive
    • Replace Text (Google Slides)
Node: Google Drive
  • Type & Role: Google Drive node copying the proposal template to create a new presentation instance.
  • Configuration:
    • Operation: Copy file.
    • Source file ID: Hardcoded template ID.
    • New file name: Set dynamically to the proposal title from AI output.
    • Copy permissions: Writer permission not required for others.
  • Key Expressions: Filename is ={{ $json.message.content.proposalTitle }} from AI node output.
  • Input/Output:
    • Input: AI output JSON.
    • Output: New presentation file metadata including presentationId for Slides.
  • Failure Cases:
    • Google Drive API quota or permission errors.
    • Invalid template ID or missing file.
  • Version: 3
Node: Replace Text
  • Type & Role: Google Slides node replacing placeholder text variables in presentation slides.
  • Configuration:
    • Operation: ReplaceText.
    • PresentationId: Pulled dynamically from Google Drive node output ({{$json.id}}).
    • 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 }}).
    • Includes all proposal sections: titles, descriptions, milestones, and cost.
  • Key Expressions: Heavy use of expressions referencing AI node output fields to populate placeholders.
  • Input/Output:
    • Input: Google Drive output (presentation metadata).
    • Output: Updated presentation metadata with replaced text.
  • Failure Cases:
    • Invalid presentation ID.
    • Placeholder text not found in template causing no replacement.
    • API rate limits or permission issues.
  • Version: 2

2.4 Proposal Delivery

  • Overview: Sends the client an email with a link to the customized Google Slides proposal.
  • Nodes Involved:
    • Gmail
Node: Gmail
  • Type & Role: Gmail node sending the final proposal email.
  • Configuration:
    • Recipient email dynamically set to client’s email from form submission.
    • Subject: "Your Custom AI Automation Proposal - DaeX AI".
    • Message body: Personalized greeting with client first name, company name, and direct link to the Google Slides presentation using presentationId.
    • Email type: Plain text.
    • Attribution disabled.
  • Key Expressions: Uses expressions to embed client name and presentation link dynamically:
    • ={{ $('On form submission').item.json.Email }} for recipient.
    • https://docs.google.com/presentation/d/{{ $json.presentationId }}/edit for the proposal link.
  • Input/Output:
    • Input: Google Slides node output for presentationId and form submission data for email address.
    • Output: Email sent confirmation.
  • Failure Cases:
    • Authentication failure with Gmail.
    • Invalid email address or missing field.
    • Network or quota limits.
  • Version: 2.1
  • Credentials: Requires configured Gmail OAuth2 credentials.
  • Notes: Final step in the customer communication flow.

2.5 Auxiliary Nodes

Node: Sticky Note
  • Type & Role: Documentation node providing setup instructions and overview.
  • Content:
    • Explains workflow purpose: automated AI proposals from client discovery calls.
    • Setup instructions for OpenAI, Google Slides template, Gmail credentials.
    • Testing and activation notes.
  • Position: Top-left for visibility.
  • Failure Cases: None (purely informational).

3. Summary Table

Node Name Node Type Functional Role Input Node(s) Output Node(s) Sticky Note
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.
On form submission Form Trigger Capture client discovery form data OpenAI
OpenAI OpenAI (GPT-4) Generate structured AI proposal content On form submission Google Drive
Google Drive Google Drive Copy proposal template file OpenAI Replace Text
Replace Text Google Slides (Replace Text) Replace placeholders with AI content Google Drive Gmail
Gmail Gmail Send proposal link email to client Replace Text

4. Reproducing the Workflow from Scratch

  1. Create Form Trigger Node

    • Type: Form Trigger
    • Name: "On form submission"
    • Configure form titled "DaeX AI - Client Discovery Form" with required fields:
      First Name, Last Name, Company Name, Email (email type), Website, Problem (textarea), Solution (textarea), Scope (textarea), Cost, How soon?
    • Ensure webhook is active and accessible.

  2. Add OpenAI Node

    • Type: OpenAI (GPT-4)
    • Name: "OpenAI"
    • Credentials: Configure OpenAI API credentials.
    • Model: GPT-4o (GPT-4 optimized).
    • Messages:
      • System role defining persona as David Olusola, CEO, AI automation expert.
      • Assistant prompt requesting JSON structured proposal fields with exact keys.
      • User prompt injecting client data dynamically via expressions referencing form submission JSON fields (Company Name, Problem, Solution, Scope, Cost, How soon?).
      • Enable JSON output parsing.
    • Connect output from "On form submission" node to this OpenAI node.

  3. Add Google Drive Node

    • Type: Google Drive
    • Name: "Google Drive"
    • Credentials: Set Google Drive OAuth2 credentials with file copy permissions.
    • Operation: Copy file.
    • File ID: Use Google Slides proposal template file ID (update to your own template).
    • Set new filename dynamically using expression: ={{ $json.message.content.proposalTitle }} from OpenAI output.
    • Connect output from "OpenAI" node to this node.

  4. Add Google Slides Replace Text Node

    • Type: Google Slides
    • Name: "Replace Text"
    • Credentials: Same Google OAuth2 as Google Drive.
    • Operation: ReplaceText
    • Presentation ID: Use expression to get new presentation ID from Google Drive node output ={{ $json.id }}.
    • 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.
    • Connect output from "Google Drive" node to this node.

  5. Add Gmail Node

    • Type: Gmail
    • Name: "Gmail"
    • Credentials: Setup OAuth2 Gmail credentials for sending email.
    • Parameters:
      • Send To: ={{ $('On form submission').item.json.Email }}
      • Subject: "Your Custom AI Automation Proposal - DaeX AI"
      • 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.
      • Disable attribution.
    • Connect output from "Replace Text" node to this Gmail node.

  6. Optional: Add Sticky Note for Documentation

    • Add a Sticky Note node at the top left for workflow description and setup instructions.

  7. Activate Workflow

    • Test with sample form submissions before going live.
    • Confirm OpenAI responses generate valid JSON.
    • Verify Google Slides template placeholders match those used in Replace Text node.
    • Check emails are sent correctly with proper links.

5. General Notes & Resources

Note Content Context or Link
Workflow built and maintained by David Olusola, CEO of DaeX AI, expert in AI automation for SMBs Internal project credit
Ensure Google Slides proposal template includes all placeholders exactly as coded ({{proposalTitle}}, etc.) Template must be pre-created with placeholders for text replacement
OpenAI API usage requires valid subscription and quota management https://platform.openai.com/account/api-keys
Gmail node requires OAuth2 setup with "Send email" permission https://developers.google.com/gmail/api/auth/scopes
Testing recommended with sample data to validate AI JSON output and correct text replacements Use n8n manual execution and debug mode

This document fully describes the "Automated Proposal Generator" workflow, enabling reproduction, modification, and troubleshooting.

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