CASE STUDY 02 / 08 · PERSONAL PRODUCTIVITY
Job & Resume Tracker
The Job Resume Tracker processes submitted files through Google Drive and PDF extraction, uses an OpenAI agent to pull out structured details, then sends a Gmail message and creates a Notion database page.
01 / THE PROBLEM
The challenge.
Job seekers can quickly lose track of applications, deadlines, companies, and follow-ups.
02 / THE SOLUTION
The connected answer.
The Job Resume Tracker processes submitted files through Google Drive and PDF extraction, uses an OpenAI agent to pull out structured details, then sends a Gmail message and creates a Notion database page.
03 / HOW IT WORKS
Inside the logic.
A form submission starts the workflow, and the uploaded file is stored in Google Drive.
The file is downloaded and its text is extracted from the PDF.
An AI agent — using an OpenAI chat model and a structured output parser — pulls the key details out of the document into a consistent format.
The workflow then sends a Gmail message and creates a new page in a Notion database, so each application is organised in one place.
- 01
Form submission
Receive the application details and file.
- 02
Upload to Google Drive
Store the submitted file.
- 03
Download & extract PDF text
Download the file and extract its text.
- 04
Second Drive download & PDF extraction
Download and extract the second document.
- 05
AI agent extracts key details
OpenAI chat model with a structured output parser.
- 06
Send Gmail message
Send the workflow’s email message.
- 07
Create Notion database page
Organize the extracted details in Notion.
BUILD GUIDE
How to build it.
A practical guide to recreating this workflow in n8n.
- 01
Create the form
Add an n8n Form Trigger with fields for the job details and a file upload for the resume or job description PDF.
- 02
Store the file in Google Drive
Connect Google Drive credentials and add an Upload node that saves the submitted file into a dedicated folder.
- 03
Download and extract the text
Add a Google Drive Download node followed by an Extract From File node set to PDF so the document becomes plain text.
- 04
Process the second document
Repeat the download and PDF extraction for the second file so both texts are available to the AI.
- 05
Set up the AI agent
Add an AI Agent node with an OpenAI Chat Model and a Structured Output Parser. Define a JSON schema such as company, role, deadline, key requirements and match notes.
- 06
Send the email
Connect Gmail and add a Send Message node that uses the structured fields in the subject and body.
- 07
Create the Notion entry
Build a Notion database with matching properties, connect the Notion integration, and add a "Create database page" node mapping each field.
- 08
Test and activate
Submit the form with sample PDFs, confirm the email and Notion page look right, then activate.
04 / TECHNOLOGY USED
Connected tools.
05 / WORKFLOW SCREENSHOTS
Behind the build.
Screenshot: Job Resume Tracker workflow in n8n
Select the image to enlarge.
06 / RESULT
What it demonstrates.
A repeatable way to turn a document into a clean, structured tracker entry and an email notification.
WHAT THIS PROJECT SHOWS
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