Website leads scored, logged to Sheets and routed by Gmail

Website leads scored, logged to Sheets and routed by Gmail

An n8n workflow that works as a small lead desk behind your website form. A webhook receives each lead. The workflow
tidies the fields, scores the lead from 0 to 100 and sets a priority, a response time and an owner team. It logs a row in
Google Sheets, emails the right inbox, warns leadership about big leads and answers the form with the score.

What is inside

• workflow.json: the workflow as n8n exports it, twenty-two nodes. Two are sticky notes. It holds no credential.
• README.md: these notes.

What we changed from the original copy

• Has Usable Contact? and Needs Executive Escalation? were If nodes at version 2 with conditions in the older version 1
  shape. They are now version 2.2 nodes with proper conditions. Route by Priority has full conditions too.
• Gmail's send step returns only the sent message, not your lead. The leadership check, the leadership email and
  Build Success Response read $json after a Gmail node, so the check never fired and the form reply had empty fields.
  They now read Build Hot Lead Alert and Build Audit Row by name.
• Extract Page Signals raised the score with the page's points, but left the leadership flag as it was. A lead that
  crossed 82 only because of the page now sets the flag.
• Fetch Submitted Page Context requested whatever address the caller put in the form, and fell back to a third-party
  site when there was none. Anyone who knew the webhook could make your n8n request an internal address. The Code step now
  allows only addresses on <YOUR_SITE_DOMAIN> and its subdomains, the fetch no longer stops the run when it fails, and
  there is no fallback site.
• The Gmail nodes sent HTML by default, which would run the alert lines together. They now send plain text, without the
  "sent with n8n" footer.
• The four recipient addresses are the placeholders <YOUR_SALES_EMAIL>, <YOUR_OPS_EMAIL>, <YOUR_INBOX_EMAIL> and
  <YOUR_LEADERSHIP_EMAIL>. The sheet id is <YOUR_SHEET_ID>. The webhook path is now lead-intake.
• The six sticky notes are replaced by two shorter ones.

Before you start

• A Google Sheet with a tab called Leads. Row 1 can be empty: when the tab has no header, the append step writes the field
  names, and it adds a column for each new field.
• A Gmail account you can connect to n8n with OAuth2, and four addresses for the alerts.
• A web form, or any tool, that can post JSON to a webhook.

Set it up

1. In n8n, create a workflow, open its menu and choose Import from File. Pick workflow.json.
2. Add a Google Sheets OAuth2 credential and select it in Append Lead Audit Row. Replace <YOUR_SHEET_ID> with your
   sheet's id, the part of its address between /d/ and /edit.
3. Add a Gmail OAuth2 credential and select it in the four Gmail nodes.
4. In those nodes, replace the four recipient placeholders with your own addresses.
5. In Normalize, Score, and Assign Owner, replace <YOUR_SITE_DOMAIN> with your site's domain, such as yourshop.com.
6. Publish the workflow and copy the production URL of Lead Intake Webhook. Send three test leads from a tool that can
   post JSON: a hot one, an ordinary one, and one with no email and no phone.

How a run goes

1. Lead Intake Webhook receives a POST. The form's fields can sit in the body or at the top level.
2. Normalize, Score, and Assign Owner maps common field names, such as work_email and job_title. It adds intent
   tags, scores the lead, sets the priority, the response time in minutes and the owner team, and builds a repeat key.
3. Has Usable Contact? checks for an email address or a phone number of seven characters or more. Without either,
   Build Missing Contact Response and Respond Missing Contact answer with status 400, and the run ends there.
4. Fetch Submitted Page Context reads the page the lead came from, if it is on your domain.
   Extract Page Signals takes its title and description and adds up to 8 points. It then sets the final priority.
   A score of 72 or more is hot, 42 or more is review, and the rest is normal. The response times are 15 minutes,
   240 minutes and 1,440 minutes.
5. Build Audit Row and Append Lead Audit Row write the lead to the Leads tab.
6. Route by Priority picks one of three alerts. Hot goes to the sales inbox, review to the ops inbox and normal to the
   general inbox. After a hot alert, Needs Executive Escalation? also emails leadership when the lead scored 82 or more or
   mentions enterprise, procurement, security, SSO or SOC2.
7. Build Success Response and Respond Success answer the form with the status, the score, the response time, the owner
   team and the repeat key.

Change the result

• The score, the keywords and the limits: the code in Normalize, Score, and Assign Owner, and the limits in
  Extract Page Signals.
• Who gets each alert: the address in each Gmail node.
• The alert text: Build Hot Lead Alert, Build Review Queue Alert and Build Normal Lead Note.
• Which pages are read: the domain in Normalize, Score, and Assign Owner.

Good to know

• Anyone who knows the webhook address can post to it, and each hot lead sends an email. Keep the address out of public
  code, and add a header check or a rate limit in front of it before you publish a form that strangers can reach.
• The keyword rules match parts of words, so a word such as "association" counts as SSO and can trigger the leadership
  email. Tighten the patterns in the Code step if that matters to you.
• The repeat key is only written to the sheet. Nothing blocks or merges a repeat lead.
• sla_minutes is a number in the alert. No timer escalates a lead that nobody answered.
• When <YOUR_SITE_DOMAIN> is not set, no page is fetched and the page step adds no points.
• Each lead sends one or two emails from your Gmail account, so mind Gmail's daily sending limits.
• Mindket did not run this workflow against Google Sheets or Gmail. These notes follow n8n's published node code, and the
  Code steps were run on sample leads on a local computer.