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This project automates one of the most critical parts of the client lifecycle: onboarding. The Onboarding Assistant Bot acts as an intelligent partner, taking basic client information provided via a Telegram message and transforming it into a suite of professional, personalized onboarding documents.
The core of this workflow is an advanced AI Agent that can use “tools” to read external Google Docs, ensuring every document is generated with the most up-to-date service information and procedural steps. The workflow produces two distinct, beautifully styled PDFs—a “Welcome Packet” and a “Path To Success” document—which are generated from HTML and delivered directly back to the user, ready to be sent to the new client.
2 Branded PDFs Generated Creates both a detailed “Welcome Packet” and a strategic “Path to Success” document from a single command.
Tool-Using AI Agent The agent is empowered with tools to read from 2 external Google Docs, allowing for dynamic content that can be updated without code changes.
End-to-End Automation Handles the entire process from conversational input (including voice transcription) to final PDF delivery.
3 Core Client Variables Personalizes documents based on the Client’s Name, Industry, and the specific Service they purchased, extracted from the user’s input.
This workflow demonstrates a sophisticated use of AI agents to create a truly dynamic and intelligent automation.
Conversational Front-End: Users initiate the process with a simple message in Telegram, either typed or spoken. OpenAI’s Whisper model handles voice-to-text transcription for a seamless user experience.
Autonomous AI Agent with Tools: This is the project’s most advanced feature. The n8n AI Agent is an autonomous entity that can decide to use tools to complete its task. It actively fetches information from connected Google Docs (“GetServiceInfo” and “OnboardingProcedure”) to gather the latest details on services and processes before writing the documents.
Dual-Document Generation Strategy: The workflow intelligently produces two separate, purpose-built documents in parallel. The first is a comprehensive Welcome Packet with a service breakdown and next steps. The second is a high-level “Path to Success” document with a very specific, professionally designed single-page layout.
Dynamic HTML to PDF Conversion: The AI agents generate structured, styled HTML according to precise design prompts. This code is then sent to an external API endpoint that converts the HTML into a professional, downloadable PDF file on the fly, which is then delivered back to the user via Telegram.
The primary challenge in client onboarding is ensuring consistency, personalization, and accuracy, which is difficult to scale manually. This bot solves that by creating a single source of truth (the Google Docs) and an automated generation process. The architectural solution was to use n8n’s AI Agent node, which is more powerful than a simple LLM call because it allows the AI to be “grounded” with real-time, external data via tools. This tool-using capability means the onboarding documents will never be out of date, as any changes to services or procedures are made in an easy-to-edit Google Doc, not in the workflow itself.
This Onboarding Assistant dramatically reduces the administrative overhead of welcoming a new client from hours to seconds. It ensures every client receives a consistent, professional, and highly personalized onboarding experience, which builds trust and sets the stage for a successful partnership. For the business, it standardizes the process, eliminates human error, and allows the team to focus on delivering value rather than creating paperwork.
