n8n workflow templates and build checklists

Rules for every workflow

Before the six blueprints, five habits that apply to all of them. Download the checklist as a file and tick them off on each build.

• Attach an error workflow in the workflow settings so a failure sends an alert instead of failing silently.
• Store keys in n8n credentials, never in a Set or Code node.
• Name every node by what it does, such as Find existing contact, not HTTP Request 3.
• Test with pinned sample data, then with one real item, then switch the trigger on.
• Write a note on the canvas with the owner, the purpose and the date last changed.

If you are still choosing a tool, n8n vs Make and n8n vs Zapier lay out the trade-offs. Our n8n automation page covers how we work.

Six blueprints at a glance

Template 1: lead intake, step by step

1. Webhook nodeSet the method to POST and use a test URL while building. Add a header token so only your form can call it.
2. Clean the fieldsUse a Set node to trim spaces and lower-case the email before any lookup.
3. Look for an existing contactSearch your CRM by email. Return all matches so you can detect duplicates.
4. BranchIf found, update the record and add a note. If not found, create it with a source tag.
5. NotifySend the owner a message with the name, need and a link to the record. Respond to the webhook quickly so the form does not hang.

Our note: respond to the webhook before the slow steps if the form waits on it, or the visitor sees a spinner.

Template 3: support triage with an LLM

This is the template most teams ask about. The key is to keep the model's job small.

• Give the model a fixed list of labels and ask it to return only one, as JSON.
• Validate the JSON in an IF or Code node. If the label is not on the list, route to a human queue.
• Use the label to Switch to the right team. Never let the model pick the assignee by name.
• Draft a reply from approved snippets and save it as a draft. A person sends.
• Log the ticket, label and model version in a sheet so you can audit accuracy later.

Run 30 old tickets through it and count wrong labels before going live. Our LLM evaluation checklist shows how to score that test.

Hosting and ownership

We prefer to build workflows inside your account so that you own them. Self-hosting suits EU and UK businesses with strict data residency needs, provided someone owns patching and backups.