Erpnext Ai Project Management

bench get-app https://github.com/MirzaAreebBaig/ERPNext-AI-Project-Management

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# ERPNext AI Project Management Connect N8N with ERPNext for Automating your Project Management # ERPNext Task Management Automation with N8N An intelligent task management automation system that integrates Frappe ERPNext with N8N workflows to automate project management through email notifications and AI-powered response processing. ## 🚀 Features - **📧 Automated Daily Task Reminders**: Send personalized emails to users with their pending tasks - **🤖 AI-Powered Email Processing**: Automatically interpret user email replies and take appropriate actions - **✅ Smart Task Updates**: Update task status, create new tasks, and log time entries based on email responses - **👤 Personalized Communications**: Address users by name and customize content based on their specific tasks - **🔄 Real-time Synchronization**: Seamlessly sync between email responses and ERPNext data - **📊 Comprehensive Logging**: Track all automated actions with confirmation emails ## 📋 Prerequisites ### Software Requirements - **N8N** (Self-hosted or Cloud) - **Frappe ERPNext** instance with API access - **Email Server** (Gmail/SMTP for sending, IMAP for receiving) - **OpenAI API** account (or compatible AI service) ### ERPNext Configuration - API access enabled - Custom fields in Task doctype: - `custom_assigned_to` (Link to User) - `custom_assigned_name` (Data) - Required permissions for API user: - Task: Read, Write, Create - Timesheet: Read, Write, Create - Employee: Read ### Email Setup - **SMTP Access** for sending emails - **IMAP Access** for receiving replies - **App Passwords** configured (for Gmail) ## 🏗️ Architecture ``` ┌─────────────────┐ ┌──────────────┐ ┌─────────────────┐ │ ERPNext │◄──►│ N8N │◄──►│ Email Server │ │ (Tasks) │ │ Workflows │ │ (SMTP/IMAP) │ └─────────────────┘ └──────┬───────┘ └─────────────────┘ │ ┌──────▼───────┐ │ OpenAI │ │ (AI API) │ └──────────────┘ ``` ## 📁 Repository Structure ``` ├── workflows/ │ ├── daily-task-reminder.json # Main workflow for sending daily reminders │ ├── email-reply-processor.json # AI-powered email reply processing │ └── workflow-settings.json # Environment variables template ├── docs/ │ ├── setup-guide.md # Detailed setup instructions │ ├── api-configuration.md # ERPNext API setup guide │ └── troubleshooting.md # Common issues and solutions ├── examples/ │ ├── sample-emails.md # Example email formats and responses │ └── test-scenarios.md # Testing scenarios and expected outcomes └── README.md # This file ``` ## 🛠️ Installation & Setup ### 1. Clone Repository ```bash git clone https://github.com/mirzaareebbaig/ERPNext-AI-Project-Management.git cd erpnext-n8n-automation ``` ### 2. Import N8N Workflows 1. Open your N8N instance 2. Go to **Workflows** → **Import from file** 3. Import `workflows/daily-task-reminder.json` 4. Import `workflows/email-reply-processor.json` ### 3. Configure Environment Variables Create the following environment variables in N8N: ```bash # ERPNext Configuration ERPNEXT_URL=http://erp.airlabs.com:8000 ERPNEXT_API_KEY=your_api_key ERPNEXT_API_SECRET=your_api_secret # Email Configuration SMTP_HOST=smtp.gmail.com SMTP_PORT=587 SMTP_USER=your-email@domain.com SMTP_PASS=your_app_password IMAP_HOST=imap.gmail.com IMAP_PORT=993 IMAP_USER=your-email@domain.com IMAP_PASS=your_app_password # AI Configuration OPENAI_API_KEY=your_openai_api_key OPENAI_MODEL=gpt-4 # Scheduling REMINDER_SCHEDULE=0 9 * * 1-5 # Monday-Friday at 9 AM TIMEZONE=Asia/Kolkata ``` ### 4. Customize Task Fields Update the field mappings in both workflows to match your ERPNext Task doctype: ```javascript // In daily-task-reminder.json, update the fields array: "fields": [ "name", "subject", "description", "status", "priority", "project", "exp_end_date", "custom_assigned_to", "custom_assigned_name" ] ``` ## 🎯 Usage ### Daily Task Reminder Workflow **Automatic Execution:** - Runs Monday-Friday at 9 AM (configurable) - Fetches all pending tasks from ERPNext - Groups tasks by assigned user - Sends personalized emails with task lists **Manual Execution:** 1. Open `daily-task-reminder` workflow 2. Click **"Execute Workflow"** 3. Monitor execution in the workflow panel ### Email Reply Processing Users can reply to task reminder emails with natural language: **Update Task Status:** ``` "TASK-2025-00001 is completed" "Finished working on TASK-2025-00002" "TASK-2025-00003 is still in progress" ``` **Create New Tasks:** ``` "I need to add a task for testing the API" "Create task: Review documentation for new features" "New task needed: Fix database performance issues" ``` **Log Time Entries:** ``` "Spent 3 hours on TASK-2025-00001 fixing bugs" "Logged 5 hours yesterday on TASK-2025-00002" "Worked 2.5 hours on database optimization" ``` **Request Help:** ``` "Having issues with TASK-2025-00001, server won't start" "Need help with TASK-2025-00002, unclear requirements" ``` ## 🔧 Configuration ### ERPNext API Setup 1. **Enable API Access:** ``` Settings → System Settings → Enable API Access = Yes ``` 2. **Create API User:** ``` User Management → Add User - Generate API Key & Secret - Assign custom role with required permissions ``` 3. **Required Permissions:** - Task: Read, Write, Create, Delete - Timesheet: Read, Write, Create - Employee: Read - User: Read ### Email Template Customization The email templates can be customized in the workflow nodes: ```html

📋 Hello {{ $json.user_name }}!

Your Pending Tasks ({{ $json.task_count }} tasks)

{{ $json.tasks_html }}

📧 Reply to this email with updates:

``` ### AI Prompt Customization Modify the system prompt in the OpenAI node: ```javascript // Located in email-reply-processor workflow { "role": "system", "content": "You are an AI assistant that processes task management email replies..." } ``` ## 📊 Monitoring & Logging ### Workflow Execution Logs - Access via N8N interface: **Executions** tab - Filter by workflow name and date range - Review input/output data for each node ### Email Confirmations All actions generate confirmation emails: - ✅ **Success**: Action completed successfully - ❌ **Error**: Action failed with error details - 📧 **Help**: User request logged for manual follow-up ### ERPNext Activity Logs Check ERPNext for automated updates: - **Task Comments**: Track status changes - **Timesheet Entries**: Review logged hours - **Activity Log**: Monitor API calls ## 🧪 Testing ### Test Scenarios 1. **Basic Task Reminder:** - Execute daily-task-reminder workflow - Verify email sent to users with tasks - Check email formatting and content 2. **Task Status Updates:** - Reply to reminder email: "TASK-2025-00001 is done" - Verify task status updated in ERPNext - Confirm confirmation email received 3. **New Task Creation:** - Reply: "Create task: Test new feature" - Check new task appears in ERPNext - Verify correct assignment and details 4. **Time Logging:** - Reply: "Logged 3 hours on TASK-2025-00001" - Check timesheet entry in ERPNext - Verify time calculation and description ### Debugging Tips 1. **Check N8N Execution Logs:** ``` Workflows → [Workflow Name] → Executions ``` 2. **Verify API Responses:** - Monitor HTTP Request node outputs - Check ERPNext API error messages 3. **Test AI Processing:** - Review OpenAI node inputs/outputs - Validate JSON parsing in subsequent nodes 4. **Email Configuration Issues:** - Test SMTP/IMAP connections separately - Check app password configuration ## 📈 Advanced Features ### Custom Task Fields Add support for additional ERPNext fields: ```javascript // In the grouping code node: userTasks[assignedTo].tasks.push({ id: task.name, subject: task.subject, // Add your custom fields here: custom_field_1: task.custom_field_1, custom_field_2: task.custom_field_2 }); ``` ### Multi-language Support Customize email templates and AI prompts for different languages: ```javascript // Add language detection in email processing: const userLanguage = getUserLanguage(task.custom_assigned_to); const template = getEmailTemplate(userLanguage); ``` ### Integration with Other Systems Extend workflows to integrate with: - Slack notifications - Microsoft Teams alerts - Jira synchronization - Calendar events ### Advanced AI Processing Enhance AI capabilities: - Sentiment analysis for user responses - Priority classification for new tasks - Automatic task categorization - Smart time estimation ## 🤝 Contributing 1. **Fork the repository** 2. **Create a feature branch:** ```bash git checkout -b feature/amazing-feature ``` 3. **Make your changes and test thoroughly** 4. **Commit your changes:** ```bash git commit -m 'Add amazing feature' ``` 5. **Push to the branch:** ```bash git push origin feature/amazing-feature ``` 6. **Create a Pull Request** ### Contribution Guidelines - Follow existing code style and naming conventions - Add comprehensive documentation for new features - Include test scenarios for workflow changes - Update README.md if adding new functionality ## 🐛 Troubleshooting ### Common Issues **Issue: No emails being sent** - Check SMTP configuration and credentials - Verify task assignment fields are populated - Review N8N execution logs for errors **Issue: AI not processing emails correctly** - Verify OpenAI API key and quota - Check email content extraction in logs - Review AI prompt for accuracy **Issue: ERPNext API calls failing** - Confirm API credentials and permissions - Check ERPNext server connectivity - Verify field names match your doctype **Issue: Workflow not triggering** - Check cron schedule format - Verify N8N timezone settings - Ensure workflow is activated For detailed troubleshooting, see `docs/troubleshooting.md`. ## 📄 License This project is licensed under the MIT License - see the [LICENSE](LICENSE) file for details. ## 🙏 Acknowledgments - **Frappe Team** for the excellent ERPNext platform - **N8N Community** for the powerful automation platform - **OpenAI** for enabling intelligent email processing - **Contributors** who helped improve this project ## 📞 Support - **Issues**: [GitHub Issues](https://github.com/mirzaareebbaig/ERPNext-AI-Project-Management/issues) - **Discussions**: [GitHub Discussions](https://github.com/mirzaareebbaig/ERPNext-AI-Project-Management/discussions) - **Documentation**: [Wiki](https://github.com/mirzaareebbaig/ERPNext-AI-Project-Management/wiki) --- **Made with ❤️ for the ERPNext and N8N community** *Automate your project management and let AI handle the routine tasks while you focus on what matters most.*