📄 Document Workflows

Document Management

🎯 Mục tiêu bài học

TB5 min

Sau bài học này, bạn sẽ:

✅ Xây dựng multi-level document approval workflows

✅ Tạo documents tự động từ templates

✅ Implement version control cho documents

✅ Thiết kế contract management và report automation

Document management thường involves nhiều manual steps. Bài này hướng dẫn automate document creation, approvals, versioning và distribution.

Task 0

🔍 Document Automation Overview

TB5 min

Automatable Document Tasks:

📄Document Workflow Automation

📝Creation

📋Generate from templates

🔗Merge data into documents

📊Create reports automatically

🔄Convert formats (PDF, DOCX)

✅Approvals

✍️Request signatures

📶Multi-level approvals

📍Track approval status

⏰Reminder for pending

📁Organization

🏷️Auto-naming conventions

📂Folder organization

🔢Version control

🗄️Archive old documents

📤Distribution

🤝Share with stakeholders

📧Email documents

🌐Publish to portals

🔔Notify on updates

Checkpoint

Có mấy loại document tasks có thể automate?

Task 1

⚡ Workflow 1: Document Approval Process

TB5 min

Multi-Level Approval:

Document Approval

📥Trigger: New Document Uploaded

🔍Validate Document

👔Request Manager Approval

✅Approved

❌Rejected

🏢Request Director Approval

💬Notify Creator with Feedback

📤Finalize & Distribute

📩Notify Creator

Approval Request Message:

JavaScript

1const doc = $input.item.json;
2
3const approvalRequest = {
4  channel: doc.approverSlackId,
5  blocks: [
6    {
7      type: "header",
8      text: {
9        type: "plain_text",
10        text: "📋 Document Approval Required"
11      }
12    },
13    {
14      type: "section",
15      text: {
16        type: "mrkdwn",
17        text: `*${doc.title}*\n\nSubmitted by: ${doc.creator}\nType: ${doc.docType}\nPriority: ${doc.priority}`
18      }
19    },
20    {
21      type: "section",
22      text: {
23        type: "mrkdwn",
24        text: `*Summary:*\n${doc.summary || 'No summary provided'}`
25      }
26    },
27    {
28      type: "actions",
29      elements: [
30        {
31          type: "button",
32          text: {
33            type: "plain_text",
34            text: "📄 View Document"
35          },
36          url: doc.viewUrl
37        },
38        {
39          type: "button",
40          text: {
41            type: "plain_text",
42            text: "✅ Approve"
43          },
44          style: "primary",
45          action_id: "approve_doc",
46          value: doc.id
47        },
48        {
49          type: "button",
50          text: {
51            type: "plain_text",
52            text: "❌ Reject"
53          },
54          style: "danger",
55          action_id: "reject_doc",
56          value: doc.id
57        }
58      ]
59    },
60    {
61      type: "context",
62      elements: [
63        {
64          type: "mrkdwn",
65          text: `Request ID: ${doc.id} | Deadline: ${doc.deadline || 'None'}`
66        }
67      ]
68    }
69  ]
70};
71
72return approvalRequest;

Handle Approval Response:

JavaScript

1const response = $input.item.json;
2
3const updateDoc = {
4  id: response.docId,
5  status: response.action === 'approve_doc' ? 'approved' : 'rejected',
6  approvedBy: response.userId,
7  approvalDate: new Date().toISOString(),
8  feedback: response.feedback || null
9};
10
11// Determine next step
12if (updateDoc.status === 'approved') {
13  const doc = $('Get Document').item.json;
14  
15  if (doc.currentApprovalLevel < doc.requiredApprovals) {
16    updateDoc.nextApprover = doc.approvalChain[doc.currentApprovalLevel + 1];
17    updateDoc.nextAction = 'request_next_approval';
18  } else {
19    updateDoc.nextAction = 'finalize';
20  }
21} else {
22  updateDoc.nextAction = 'notify_rejection';
23}
24
25return updateDoc;

Checkpoint

Multi-level approval workflow có bao nhiêu steps?

Task 2

🔧 Workflow 2: Document Generation

TB5 min

Auto-Generate from Template:

Generate Document

📋Trigger: Form Submission / API Call

📄Get Template from Drive

🔗Merge Data into Template

📑Convert to PDF

💾Save to Drive

📧Send to Recipient

Google Docs Template Merge:

JavaScript

1// Replace placeholders in Google Docs
2const templateId = 'your-template-id';
3const data = $input.item.json;
4
5// Map of placeholders to values
6const replacements = {
7  '{{CLIENT_NAME}}': data.clientName,
8  '{{DATE}}': new Date().toLocaleDateString(),
9  '{{CONTRACT_NUMBER}}': data.contractNumber,
10  '{{AMOUNT}}': data.amount.toLocaleString('en-US', {style: 'currency', currency: 'USD'}),
11  '{{START_DATE}}': data.startDate,
12  '{{END_DATE}}': data.endDate,
13  '{{TERMS}}': data.terms
14};
15
16return {
17  templateId,
18  replacements,
19  outputName: `Contract_${data.contractNumber}_${data.clientName}.pdf`
20};

HTML to PDF Generation:

JavaScript

1const data = $input.item.json;
2
3const htmlTemplate = `
4<!DOCTYPE html>
5<html>
6<head>
7  <style>
8    body { font-family: Arial, sans-serif; margin: 40px; }
9    .header { text-align: center; border-bottom: 2px solid #333; padding-bottom: 20px; }
10    .logo { max-width: 150px; }
11    h1 { color: #333; }
12    .content { margin: 30px 0; }
13    .signature-line { border-top: 1px solid #333; width: 200px; margin-top: 50px; }
14    .footer { text-align: center; font-size: 12px; color: #666; margin-top: 50px; }
15    table { width: 100%; border-collapse: collapse; }
16    td, th { border: 1px solid #ddd; padding: 10px; }
17    th { background: #f5f5f5; }
18  </style>
19</head>
20<body>
21  <div class="header">
22    <img src="${data.logoUrl}" class="logo" alt="Company Logo">
23    <h1>${data.documentType}</h1>
24    <p>Document #: ${data.docNumber}</p>
25  </div>
26  
27  <div class="content">
28    <p><strong>To:</strong> ${data.recipientName}</p>
29    <p><strong>From:</strong> ${data.senderName}</p>
30    <p><strong>Date:</strong> ${new Date().toLocaleDateString()}</p>
31    
32    <h2>Summary</h2>
33    <p>${data.summary}</p>
34    
35    <h2>Details</h2>
36    <table>
37      <tr>
38        <th>Item</th>
39        <th>Description</th>
40        <th>Amount</th>
41      </tr>
42      ${data.items.map(item => `
43        <tr>
44          <td>${item.name}</td>
45          <td>${item.description}</td>
46          <td>$${item.amount.toFixed(2)}</td>
47        </tr>
48      `).join('')}
49      <tr>
50        <td colspan="2"><strong>Total</strong></td>
51        <td><strong>$${data.total.toFixed(2)}</strong></td>
52      </tr>
53    </table>
54    
55    <div class="signature-line">
56      <p>Authorized Signature</p>
57    </div>
58  </div>
59  
60  <div class="footer">
61    <p>Generated automatically on ${new Date().toLocaleString()}</p>
62  </div>
63</body>
64</html>
65`;
66
67return { html: htmlTemplate, filename: `${data.docNumber}.pdf` };

Checkpoint

Document generation từ template sử dụng placeholders format nào?

Task 3

🏗️ Workflow 3: Version Control

TB5 min

Document Versioning:

Version Control

📝Trigger: Document Updated

🔍Get Current Version

🔢Increment Version Number

🗄️Archive Previous Version

💾Save New Version

📋Update Version Log

🔔Notify Stakeholders

Version Management Code:

JavaScript

1const doc = $input.item.json;
2
3// Parse current version (e.g., "1.2.3")
4const currentVersion = doc.version || '1.0.0';
5const [major, minor, patch] = currentVersion.split('.').map(Number);
6
7// Determine version increment type
8let newVersion;
9const changeType = doc.changeType || 'patch';
10
11switch (changeType) {
12  case 'major':
13    newVersion = `${major + 1}.0.0`;
14    break;
15  case 'minor':
16    newVersion = `${major}.${minor + 1}.0`;
17    break;
18  case 'patch':
19  default:
20    newVersion = `${major}.${minor}.${patch + 1}`;
21}
22
23// Create archive name
24const archiveName = `${doc.name}_v${currentVersion}_${new Date().toISOString().split('T')[0]}`;
25
26// Generate changelog entry
27const changelogEntry = {
28  version: newVersion,
29  previousVersion: currentVersion,
30  date: new Date().toISOString(),
31  author: doc.modifiedBy,
32  changes: doc.changeDescription || 'No description provided',
33  type: changeType
34};
35
36return {
37  doc: {
38    ...doc,
39    version: newVersion,
40    lastModified: new Date().toISOString()
41  },
42  archiveName,
43  changelogEntry
44};

Checkpoint

Version control increment version theo semantic versioning như thế nào?

Task 4

📊 Workflow 4: Contract Management

TB5 min

Contract Lifecycle Automation:

Contract Lifecycle

📝New Contract Request

📄Generate Contract from Template

👀Send for Internal Review

✍️Client Signature (DocuSign)

💾Store Signed Copy

⏰Set Expiration Reminder

📊Update CRM

DocuSign Integration:

JSON

1{
2  "name": "Request Signature",
3  "type": "n8n-nodes-base.docuSign",
4  "parameters": {
5    "operation": "createEnvelope",
6    "templateId": "your-template-id",
7    "emailSubject": "Please sign: {{ $json.contractTitle }}",
8    "recipients": {
9      "signers": [
10        {
11          "email": "={{ $json.clientEmail }}",
12          "name": "={{ $json.clientName }}",
13          "recipientId": "1",
14          "routingOrder": "1"
15        }
16      ]
17    }
18  }
19}

Expiration Reminder Setup:

JavaScript

1const contract = $input.item.json;
2const expirationDate = new Date(contract.expirationDate);
3
4// Calculate reminder dates
5const reminders = [
6  { days: 90, type: '3-month' },
7  { days: 30, type: '1-month' },
8  { days: 7, type: '1-week' }
9];
10
11const scheduledReminders = reminders.map(r => {
12  const reminderDate = new Date(expirationDate);
13  reminderDate.setDate(reminderDate.getDate() - r.days);
14  
15  return {
16    contractId: contract.id,
17    contractTitle: contract.title,
18    clientName: contract.clientName,
19    expirationDate: contract.expirationDate,
20    reminderDate: reminderDate.toISOString(),
21    reminderType: r.type,
22    status: 'scheduled'
23  };
24});
25
26return { reminders: scheduledReminders };

Checkpoint

Contract lifecycle automation bao gồm những giai đoạn nào?

Task 5

💡 Workflow 5: Report Automation

TB5 min

Weekly Report Generator:

Automated Report

⏰Monday 8 AM

📥Fetch Data (DB, API, Sheets, CRM)

⚙️Process & Aggregate Data

📊Generate Charts/Visualizations

📄Create Report Document

📧Distribute to Stakeholders

Report Generation Code:

JavaScript

1const data = $input.item.json;
2
3// Calculate key metrics
4const metrics = {
5  totalRevenue: data.sales.reduce((sum, s) => sum + s.amount, 0),
6  newCustomers: data.customers.filter(c => c.isNew).length,
7  churnRate: (data.churnedCustomers / data.totalCustomers * 100).toFixed(2),
8  avgOrderValue: data.sales.reduce((sum, s) => sum + s.amount, 0) / data.sales.length
9};
10
11// Compare with previous period
12const comparison = {
13  revenueChange: ((metrics.totalRevenue - data.previousRevenue) / data.previousRevenue * 100).toFixed(1),
14  customerChange: metrics.newCustomers - data.previousNewCustomers
15};
16
17// Generate insights
18const insights = [];
19if (parseFloat(comparison.revenueChange) > 10) {
20  insights.push('🎉 Revenue increased significantly this week');
21}
22if (parseFloat(metrics.churnRate) > 5) {
23  insights.push('⚠️ Churn rate is above target - investigation needed');
24}
25
26const report = `
27# Weekly Performance Report
28*${new Date().toLocaleDateString()} - Week ${getWeekNumber(new Date())}*
29
30## Executive Summary
31${insights.join('\n') || 'Performance is tracking to expectations.'}
32
33## Key Metrics
34
35| Metric | This Week | Change |
36|--------|-----------|--------|
37| Total Revenue | $${metrics.totalRevenue.toLocaleString()} | ${comparison.revenueChange}% |
38| New Customers | ${metrics.newCustomers} | ${comparison.customerChange > 0 ? '+' : ''}${comparison.customerChange} |
39| Churn Rate | ${metrics.churnRate}% | -- |
40| Avg Order Value | $${metrics.avgOrderValue.toFixed(2)} | -- |
41
42## Top Performers
43${data.topProducts.slice(0, 5).map((p, i) => `${i + 1}. ${p.name} - $${p.revenue.toLocaleString()}`).join('\n')}
44
45## Action Items
46- [ ] Review churn drivers
47- [ ] Follow up with top opportunities
48- [ ] Update forecast
49
50*Auto-generated report*
51`;
52
53return { report, metrics };
54
55function getWeekNumber(d) {
56  const onejan = new Date(d.getFullYear(), 0, 1);
57  return Math.ceil((((d - onejan) / 86400000) + onejan.getDay() + 1) / 7);
58}

Checkpoint

Report automation generate reports từ những data sources nào?

Task 6

🌟 Workflow 6: Document Organization

TB5 min

Auto-Organize Documents:

Document Organization

📥Trigger: New Document in Inbox Folder

🔍Analyze Document (OCR / Metadata / Type)

🏷️Apply Naming Convention

📂Move to Appropriate Folder

🗃️Update Index/Database

Document Classification:

JavaScript

1const doc = $input.item.json;
2const content = doc.text.toLowerCase();
3const filename = doc.name.toLowerCase();
4
5// Classification rules
6const rules = [
7  { 
8    type: 'Invoice',
9    folder: 'Finance/Invoices',
10    patterns: ['invoice', 'bill', 'amount due', 'payment'],
11    namePrefix: 'INV'
12  },
13  {
14    type: 'Contract',
15    folder: 'Legal/Contracts',
16    patterns: ['agreement', 'contract', 'terms and conditions', 'hereby agree'],
17    namePrefix: 'CON'
18  },
19  {
20    type: 'Receipt',
21    folder: 'Finance/Receipts',
22    patterns: ['receipt', 'paid', 'transaction', 'thank you for your purchase'],
23    namePrefix: 'REC'
24  },
25  {
26    type: 'Report',
27    folder: 'Reports',
28    patterns: ['report', 'analysis', 'summary', 'findings'],
29    namePrefix: 'RPT'
30  }
31];
32
33// Find matching rule
34let classification = {
35  type: 'Other',
36  folder: 'Inbox/Uncategorized',
37  namePrefix: 'DOC'
38};
39
40for (const rule of rules) {
41  const hasMatch = rule.patterns.some(p => 
42    content.includes(p) || filename.includes(p)
43  );
44  
45  if (hasMatch) {
46    classification = rule;
47    break;
48  }
49}
50
51// Generate new name
52const date = new Date().toISOString().split('T')[0];
53const newName = `${classification.namePrefix}_${date}_${doc.name}`;
54
55return {
56  originalName: doc.name,
57  newName,
58  destinationFolder: classification.folder,
59  documentType: classification.type,
60  confidence: 'high'
61};

Checkpoint

Document classification sử dụng patterns matching cho những loại nào?

Task 7

📋 Best Practices

TB5 min

Document Automation Tips

DO:

✅ Maintain clear naming conventions
✅ Always version documents
✅ Include audit trails
✅ Backup before processing
✅ Validate before distribution

DON'T:

❌ Overwrite without archiving
❌ Skip approval steps
❌ Lose original documents
❌ Ignore access permissions

Checkpoint

Tại sao cần maintain clear naming conventions?

Task 8

📝 Bài Tập Thực Hành

TB5 min

Document Automation Challenge

Build document system:

Create approval workflow (2-level)
Build document generator from template
Implement version control system
Set up contract expiration reminders
Design auto-organization for incoming docs

Master document automation! 📄

Checkpoint

Bạn đã hoàn thành những challenges nào trong bài tập?

Task 9

🧠 Key Takeaways

TB5 min

Remember

📝 Templates save time - Invest in good templates
✅ Approvals matter - Don't skip the process
📁 Organize consistently - Naming conventions are key
🔄 Version everything - Never lose history
📧 Automate distribution - Right doc, right person

Checkpoint

Tại sao Templates save time là nguyên tắc quan trọng?

Task 10

🚀 Bài tiếp theo

Meeting Automation — Scheduling, prep, và follow-up automation.