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n8nCase study

Tiered Filing Notification System

Regex-powered immigration document triage workflow that watches incoming mail logs, classifies documents into high, standard, or unknown priority, and sends tiered Discord and Gmail notifications while logging processing status and errors in Google Sheets.

n8n · workflow canvasproduction build
Tiered Filing Notification System workflow

Context

Immigration teams needed a dependable way to monitor incoming mail logs, classify document types quickly, notify clients and legal staff by urgency, and avoid processing duplicates or incomplete rows manually.

Approach

Built two connected n8n workflows: the main flow watches a Google Sheets mail log, skips incomplete or already-processed rows, normalizes fields, calculates deadlines, classifies documents with regex rules, and sends HP, SP, or manual-review outcomes to the correct channels; a separate error logger appends failures to a Sheets error log.

Architecture

  1. Google Sheets rowAdded trigger
  2. Row completeness check
  3. Incomplete/already processed: skip
Complete
  1. normalize + calculate deadline
  2. Regex classification
  3. HP: Discord Legal Team alert + Gmail client email + mark processed
SP
  1. Gmail client email + mark processed
Unknown
  1. manual review flag
  2. Error Trigger
  3. Prepare error data
  4. Google Sheets error log

Results

~4 hrs/weekDocument triage time saved
Minutes, down from manual mail reviewHigh-priority filing response
Reduced ~90%Missed deadlines