Concierge inbox triage workflow that processes Velvet & Vine Concierge Form submissions, normalizes messages, classifies and extracts inquiry details with OpenAI gpt-4o-mini, routes shipping inquiries to a drafted Gmail reply and Airtable log, logs custom gift and wholesale vendor pitches to Airtable, escalates manual review cases to Slack and Airtable, and catches failures with a Slack admin alert.
n8n · workflow canvasproduction build
Context
The Curated Vine’s concierge team needed a structured way to triage diverse customer inquiries, draft shipping replies automatically, keep all records in Airtable, and quickly escalate manual review cases without losing visibility into pipeline failures.
Approach
Built a two-part n8n workflow system with a Google Sheets concierge form intake trigger and a separate API failure error trigger. The main flow normalizes submissions, sends messages to OpenAI for classification and extraction, parses and validates the structured AI output, routes by category, drafts Gmail replies for shipping inquiries and logs them to Airtable, logs custom gift and wholesale vendor pitches to Airtable, and sends Slack alerts for manual review cases along with Airtable records.
Architecture
Workflow 1
New Concierge Form Submission (Google Sheets)
Set: Normalize Submissions
AI: Classify & Extract... (OpenAI gpt-4o-mini)
Code: Parse & Validate AI Classification
Switch: Route by AI Category
Shipping Inquiry: AI: Draft Shipping Reply
Set: Capture Gmail Draft Content
Gmail: Save Shipping Reply as Draft + Airtable: Log Shipping Inquiry
Custom Gift Inquiry
Airtable: Log Custom Gift Inquiry
Wholesale Vendor Pitch
Airtable: Log Wholesale Vendor Pitch
Manual Review Required
Airtable: Log as Manual Review Required + Slack: Manual Review Required Alert. Workflow 2: Error Trigger: Catch API Failures
Slack: Post Pipeline Error to Admin
Results
~7 hrs/weekInbox triage time saved
Minutes, down from ~15 min/emailShipping reply draft time
Before reaching the teamManual review cases flagged
