Weekly Timesheet Report + Pending Submissions Workflow
Weekly Timesheet Report + Pending Submissions Workflow Overview This workflow automates the entire weekly timesheet reporting cycle by integrating Salesforce, OpenAI, Gmail, and n8n. It retrieves employee timesheets for the previous week, identifies which were submitted or not, summarizes all line-item activities using OpenAI, and delivers a consolidated, manager-ready summary that mirrors the final email output. The workflow eliminates manual checking, reduces repeated follow-ups, and ensures leadership receives an accurate, structured, and consistent weekly report. Workflow Structure Data Source: Salesforce DBT Timesheet App This workflow requires the Digital Biz Tech – Simple Timesheet managed package to be installed in Salesforce. Install the Timesheet App: https://appexchange.salesforce.com/appxListingDetail?listingId=a077704c-2e99-4653-8bde-d32e1fafd8c6 The workflow retrieves: dbt__Timesheet__c — weekly timesheet records dbt__Timesheet_Line_Item__c — project and activity entries dbt__Employee__c — employee reference and metadata Billable, non-billable, and absence hour details Attendance information These combined objects form the complete dataset used for both submitted and pending sections. Trigger Weekly n8n Schedule Trigger — runs once every week. Submitted Path Retrieve submitted timesheets → Fetch line items → Convert to HTML → OpenAI summary → Merge with employee details. Pending Path Identify “New” timesheets → Fetch employee details → Generate pending submission list. Final Output Merge both paths → Build formatted report → Gmail sends weekly email to managers. Detailed Node-by-Node Explanation 1. Schedule Trigger Runs weekly without manual intervention and targets the previous full week. 2. Timesheet – Salesforce GetAll Fetches all dbt__Timesheet__c records matching: Timesheet for <week-start> to <week-end> Extracted fields include: Employee reference Status Billable, non-billable, absence hours Total hours Reporting period Feeds both processing paths. Processing Path A — Submitted Timesheets 3. Filter Submitted Filters timesheets where dbt__Status__c == "Submitted". 4. Loop Through Each Submitted Record Each employee’s timesheet is processed individually. 5. Retrieve Line Items Fetches all dbt__Timesheet_Line_Item__c entries: Project / Client Activity Duration Work description Billable category 6. Convert Line Items to HTML (Code Node) Transforms line items into well-structured HTML tables for clean LLM input. 7. OpenAI — Weekly Activity Summary OpenAI receives the HTML + Employee ID and returns a 4-point activity summary avoiding: Hours Dates Repeated or irrelevant metadata 8. Fetch Employee Details Retrieves employee name, email, and additional fields if needed. 9. Merge Employee + Summary Combines: Timesheet data Employee details OpenAI summary Creates a unified object. 10. Prepare Submitted Section (Code Node) Produces the formatted block used in the final email: Employee: Name Period: Start → End Status: Submitted Total Hours: ... Timesheet Line Items Breakdown: summary point summary point summary point summary point Processing Path B — Not Submitted Timesheets 11. Identify Not Submitted Timesheets still in dbt__Status__c == "New" are flagged. 12. Retrieve Employee Information Fetches employee name and email. 13. Merge Pending Information Maps each missing submission with its reporting period. 14. Prepare Pending Reporting Block Creates formatted pending entries: TIMESHEET NOT SUBMITTED Employee Name Email: user@example.com Final Assembly & Report Delivery 15. Merge Submitted + Pending Sections Combines all processed data. 16. Create Final Email (Code Node) Builds: Subject HTML body Section headers Manager recipient group Matches the final email layout. 17. Send Email via Gmail Automatically delivers the weekly summary to managers via Gmail OAuth. No manual involvement required. What Managers Receive Each Week 👤 Employee: Name 📅 Period: Start Date → End Date 📌 Status: Submitted 🕒 Total Hours: XX hrs Billable: XX hrs Non-Billable: XX hrs Absence: XX hrs Weekly Requirement Met: ✔️ / ❌ 📂 Timesheet Line Items Breakdown: • Summary point 1 • Summary point 2 • Summary point 3 • Summary point 4 🟥 TIMESHEET NOT SUBMITTED 🟥 Employee Name 📧 Email: user@example.com Data Flow Summary Salesforce → Filter Submitted / Not Submitted ↳ Submitted → Line Items → HTML → OpenAI Summary → Merge ↳ Not Submitted → Employee Lookup → Merge → Code Node formats unified report → Gmail sends professional weekly summary Technologies & Integrations | System | Purpose | Authentication | |------------|----------------------------------|----------------| | Salesforce | Timesheets, Employees, Timesheet Line Items | Salesforce OAuth | | OpenAI | Weekly activity summarization | API Key | | Gmail | Automated email delivery | Gmail OAuth | | n8n | Workflow automation & scheduling | Native | Agent System Prompt Summary > You are an AI assistant that extracts and summarizes weekly timesheet line items. Produce a clean, structured summary of work done for each employee. Focus only on project activities, tasks, accomplishments, and notable positives or negatives. Follow a strict JSON-only output format with four short points and no extra text or symbols. Key Features AI-driven extraction: Converts raw line items into clean weekly summaries. Strict formatting: Always returns controlled 4-point JSON summaries. Error-tolerant: Works even when timesheet entries are incomplete or messy. Seamless integration: Works smoothly with Salesforce, n8n, Gmail, or OpenAI. Setup Checklist Install DBT Timesheet App from Salesforce AppExchange Configure Salesforce OAuth Configure Gmail OAuth Set OpenAI model for summarization Update manager recipient list Activate the weekly schedule Summary This unified workflow delivers a complete, automated weekly reporting system that: Eliminates manual timesheet checking Identifies missing submissions instantly Generates high-quality AI summaries Improves visibility into employee productivity Ensures accurate billable/non-billable tracking Automates end-to-end weekly reporting Need Help or More Workflows? We can integrate this into your environment, tune the agent prompt, or extend it for more automation. We can also help you set it up for free — from connecting credentials to deployment. Contact: anushapriya.subaskar@digitalbiz.tech Website: https://www.digitalbiz.tech LinkedIn: https://www.linkedin.com/company/digital-biz-tech/ You can also DM us on LinkedIn for any help. An n8n automation workflow template by DIGITAL BIZ TECH.
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