Automate Client Onboarding with GPT-4o-mini, Asana, Slack, Google Drive and Gmail

Automate the complete client onboarding process for AI automation services using n8n, Asana, Slack, Google Drive, and Gmail.
This workflow ensures a consistent, professional, and scalable onboarding experience for every new client.

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📌 Purpose

This workflow is designed to:

• Eliminate manual setup tasks during client onboarding
• Automatically create client-specific resources (folders, projects, channels)
• Ensure smooth communication between your team and the client
• Deliver instant confirmation and welcome emails to the client

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⚡ Trigger

The workflow is triggered by an n8n Form submission (Client Onboarding Form) where clients provide:

• Name
• Email
• Company Name
• Website
• Proposal/Scope Document (PDF)

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🛠️ Actions Performed

Once the form is submitted, the workflow executes the following steps:

1. Extract Proposal/Scope Document

   • Reads the uploaded PDF and extracts key information.

2. Rename & Store Project Data

   • Standardizes project information for downstream steps.

3. Google Drive Setup

   • Creates a client folder in Drive
   • Stores the uploaded document
   • Saves folder ID for references

4. Asana Setup

   • Creates a new Asana Project from a template
   • Uses AI (OpenAI GPT-4o-mini) to parse the proposal and generate 20–30 detailed onboarding tasks
   • Populates Asana with automatically assigned tasks and due dates

5. Slack Setup

   • Creates a dedicated client Slack channel (named dynamically using the company name)
   • Posts a welcome message with next steps and checklist

6. Welcome Email

   • Sends a personalized email to the client, including:

     • Google Drive folder link
     • Asana project access
     • Slack channel invite
     • Onboarding call scheduler link

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🔧 Configuration Notes

Before using this workflow, configure:

1. Google Drive

• Set up OAuth2 credentials
• Ensure the account has folder creation permissions

2. Asana

• Set up OAuth2 credentials
• Verify workspace permissions
• Ensure the correct project template is available

3. Slack

• Create a Slack App with bot permissions

• Add OAuth scopes:

  • channels:write
  • chat:write
  • users:read.email

4. Email (SMTP or Gmail OAuth2)

• Configure SMTP/Gmail credentials for internal notifications
• Update recipient email address

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📬 Example Outputs

✅ Slack Channel Creation

✅ Welcome Email

✅ Asana Tasks

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🚦 Suggested Triggers

While currently triggered by an n8n Form, you can adapt this workflow to start from:

• Payment received (Stripe/PayPal integration)
• Contract signed (DocuSign/HelloSign)
• CRM Opportunity Change (HubSpot/Pipedrive/Salesforce)

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🏷️ Tags

onboarding · automation · asana · slack · google-drive · client-success

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📢 Notes

• If due dates fall on weekends, they are rolled forward to the next business day.
• Task breakdown leverages AI to generate detailed, sequential, and actionable onboarding steps.
• This workflow is optimized for scalability, ensuring every new client receives the same structured onboarding experience.

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