Automated Task Deadline Reminders using Google Sheets and Gmail - n8n Workflow

• Project managers seeking automated deadline governance.


• Teams relying on centralized Google Sheets for task tracking.


• Users who need highly reliable and customizable email reminders.


• Anyone looking for ready-to-use n8n templates for operational tasks.

Managing deadlines manually, especially across large teams using spreadsheets, often results in missed deadlines and constant manual checking. This sophisticated n8n workflow solves that pain point by creating a proactive, multi-tiered notification system.

Running as a daily n8n trigger, the workflow integrates Google Sheets to pull task data and uses advanced flow control (IF nodes) to determine urgency: due today, due within three days, or due within seven days. For each matching condition, a customized email is sent via the Gmail n8n node to the responsible party. By deploying this n8n automation, organizations ensure timely awareness of critical tasks, significantly reducing administrative overhead and improving project adherence.

This comprehensive n8n workflow operates entirely on a scheduled basis, ensuring daily vigilance over task deadlines.

1. Daily Activation: The n8n workflow starts every morning at 9:00 AM using the Schedule n8n trigger.


2. Data Retrieval: It connects to Google Sheets via the Google Sheets n8n node, fetching all task rows from the specified spreadsheet (e.g., 'todo').


3. Item Processing: The workflow uses a Loop Over Items (Split In Batches) n8n node to process each task entry individually.


4. Due Today Check: The first conditional check (Check Due Today (IF)) determines if the task's '期限' (Deadline) matches the current date. (Note: A dedicated Gmail action should follow here for immediate reminders).


5. 3-Day Reminder Check: If the task is not due today, the flow moves to the 3日以内 n8n node, which checks if the deadline is between today and three days ahead. If true, a '3-Day Reminder' is sent via Gmail.


6. 7-Day Reminder Check: If the task fails the previous checks, the Check Within 7 Days (IF) n8n node evaluates if the deadline is within the next seven days. If true, a '7-Day Reminder' is sent via Gmail.


7. Completion: After processing the appropriate notification logic, the n8n workflow loops back to handle the next task item until the entire list from Google Sheets is processed.

To utilize this automated n8n workflow, follow these setup steps:

1. Import: Copy the provided JSON data and import it into your n8n instance as a new workflow.


2. Google Sheets Credentials: Open the 'Get row(s) in sheet' n8n node and provide OAuth2 credentials for Google Sheets. Select the target spreadsheet (documentId) and the specific sheet containing your task data.


3. Sheet Structure: Ensure your Google Sheet contains columns for 'タスク' (Task), '期限' (Deadline, must be a recognizable date format), '担当' (Assignee), and 'メールアドレス' (Email Address).


4. Gmail Credentials: Set up OAuth2 credentials for Gmail on the 'Send 3-Day Reminder (Gmail)' and 'Send 7-Day Reminder' n8n nodes. This defines the sending email account.


5. Activation: Once credentials and sheet details are configured, activate the n8n workflow. The 'Schedule Trigger' will automatically initiate the check daily at 9:00 AM.

Schedule Trigger (n8n trigger): Sets the automation frequency.
Function: Starts the n8n workflow every day at 9:00 AM.
Key Configuration: Rule set to trigger at Hour 9.
Get row(s) in sheet (Google Sheets n8n node): Retrieves all task data.
Function: Connects to the 'todo' spreadsheet to pull all rows, which contain task deadlines and assignee emails.
Key Configuration: Operation: Get All, specified document ID and Sheet Name (gid=0).
Loop Over Items (n8n node): Manages task iteration.
Function: Splits the array of tasks from Google Sheets into individual items, allowing the subsequent IF nodes to evaluate each task separately.
Check Due Today (IF n8n node): The first condition check.
Function: Compares the input value '期限' (Deadline) to the current date.
Key Configuration: Checks if {{ $json['期限'] }} equals today's date using expression logic.
3日以内 (IF n8n node): The second, three-day condition check.
Function: Checks if the deadline falls between today and three days from now, inclusive.
Key Configuration: Uses timestamp logic (getTime()) to check if the deadline is >= today and <= today + 3 days.
Send 3-Day Reminder (Gmail n8n node): The notification action.
Function: Sends a customized email reminder to the assigned person.
Key Configuration: Subject: タスク期限が三日前となりました. Send To: {{ $json['メールアドレス'] }}.
Check Within 7 Days (IF n8n node): The final conditional check.
Function: Checks if the deadline is within one week (7 days) of the current date.
Key Configuration: Uses timestamp logic to check if the deadline is >= today and <= today + 7 days.
Send 7-Day Reminder (Gmail n8n node): The final notification action.
Function: Sends a weekly email alert.
* Key Configuration: Subject: タスクの期限が一週間以内です. Send To: {{ $json['メールアドレス'] }}.