Heidelberg AI Curriculum

T05-L01 · Automation · Level 1 User · 11-minute read, plus 45 minutes of doing

The same six things, every Monday

Every Monday you copy the same details from one place to another. In the lab it is the freezer log: during the week you scribble box IDs, freezer positions and contents on a glove box or in your notebook, and on Monday you type them into your own log sheet. By then one note is missing, and you spend ten minutes opening freezer doors to find box 14.

In a company it is the call log. You take a dozen customer calls a week and note them on paper. On Friday you type customer, topic and "needs a follow-up?" into a spreadsheet. Half the time you can no longer tell whether a call needed a follow-up.

The copying is dull, and it happens too late. An automation fixes both: you enter the details once, at the moment they happen, and a workflow writes them into your log with the time attached. This book builds that workflow with n8n. You are at Level 1 User: the log is yours, so if the workflow breaks, only you are affected. That makes this a good place to break it on purpose.

After this you can

Take one repeated copy-and-paste job through the four quadrants to a working trigger and action.
Build a form-to-table workflow in n8n Cloud and test it with a real entry before switching it on.
Read the run history and tell a successful run from a failed one, even when the form said thank you.
Switch the workflow off, and say where it runs when your laptop is closed.

Before you start

Books: T01-L01 for the four-quadrant method, and T01-L03 for choosing the simplest tool.
An n8n Cloud trial account. Sign up at n8n.io. You get your own workspace in the browser; nothing to install.
One repeated copying job from your own week, with three or four details you copy each time.
About an hour: 11 minutes to read, 45 to do.

Last verified 23 September 2026. n8n's current release is 2.40.5. n8n Cloud offers a 14-day free trial with 1,000 executions and no credit card. If you don't upgrade, the trial expires, n8n deletes the workspace, and you have 90 days to download your workflows. The Starter plan costs 24 € a month (20 € a month billed annually) for 2,500 executions. n8n keeps Cloud data in the EU, on servers in Frankfurt. Data tables, n8n's built-in tables, are included in all plans. In n8n 2.x a workflow runs on its own only after you Publish it; Unpublish (in the Publish button's menu, or Ctrl/Cmd + U) switches it off again.

The idea in one page

An automation has two parts. A trigger decides when it starts: a form is submitted, a file appears, it's Monday at 8:00. An action does the work: add a row, send a message, save a file. In n8n each part is a node, and a workflow is nodes joined by lines on a canvas.

Every time the trigger fires, n8n makes one execution, one run through the workflow. The Executions tab lists them with a status: Success, Failed, Running or Waiting. That list is your run history. It is the only honest answer to "did it work?"

A workflow has two modes, and mixing them up causes most beginner trouble:

	Testing	Switched on
How it starts	You click Execute Workflow in the editor	The trigger fires by itself
Which form link	Test URL	Production URL
Needs	Nothing	Publish
Where you see the data	Right in the editor	In the Executions tab

Three facts change how you work:

It runs on n8n's servers. Once published, a Cloud workflow keeps working when your laptop is closed. That's the point, and it's also why you need to know how to stop it.
The trigger's reply tells you nothing about the rest. A form set to answer as soon as it is submitted says thank you before the workflow has done anything. If a later node fails, the person filling in the form never knows.
The off switch is Unpublish. Find it before you publish, not while something is misfiring.

Which tool? This book uses n8n: a visual editor, strong enough to grow with you, and it can later run on your own server. Make is a visual middle ground with many ready-made connectors. Zapier connects the most apps with the least setup, but offers less control. All three teach the same ideas; what you learn here carries over.

Worked example: a log that fills itself

The method comes from T01-L01: start with the problem, explore it, then pick the tool and build the smallest version. Here it is on the freezer log, then on the call log.

Lab: the freezer-box log

Structure it. "Every Monday I spend 20 minutes typing last week's freezer notes into my log, and about one box a month goes missing from it. A good result: each box is logged the moment it goes in, with the time, and nothing is lost."

Understand it. She looks at a month of notes. The typing is dull, but the real damage comes from the delay: notes written on gloves and scraps don't survive until Monday. She also notices she always writes the same three things: box ID, position ("-80 B, shelf 3") and contents. She never writes the date, and she has needed it twice. Back to Structure it: "Log box ID, position and contents from my phone at the freezer, and stamp the time automatically."

Choose tools. Going down the ladder: typing straight into a spreadsheet on the phone works, but it's fiddly with gloves on, and nothing stops her from skipping a field. A form fixes both. It makes every field required, and the workflow adds the time. n8n's built-in data table holds the log, so she needs no spreadsheet account and no passwords. Nothing here needs AI.

Build it. Seven steps, about 35 minutes.

Make the table. In n8n, open the Data tables tab, use the button at the top right and choose Create Data table. Name it freezer_log, choose From scratch, and add four columns of type String: box_id, position, contents, logged_at.
Add the trigger. Create a new workflow and name it Freezer log. Select Add first step…, search for form and choose On form submission (the n8n Form Trigger). Set Form Title to Freezer log. Use Add Form Element three times. For each element, give the same text as Field Label and Field Name (box_id, position, contents), set Element Type to Text and turn on Required Field. The Field Name is the name the next node reads, so type it exactly. Set Authentication to n8n User Auth so only someone logged in to your n8n can submit. Leave Respond When at Form Is Submitted.
Add the action. Add a node after the form, search for Data table and choose the Insert row action. Under the table setting choose From list, then freezer_log. Set Mapping Column Mode to Map Each Column Manually and fill in each column:
```
box_id     {{ $json.box_id }}
position   {{ $json.position }}
contents   {{ $json.contents }}
logged_at  {{ $json.submittedAt }}
```
The double braces tell n8n to read the value from the form entry instead of writing that text literally. submittedAt is the timestamp the Form Trigger adds to every entry, in UTC unless you turn on Use Workflow Timezone in the form's options.
Test with a real entry. Click Execute Workflow. n8n opens the test form. Enter a real box: B-014, -80 B shelf 3, plasmid preps, week 38. Submit, then go back to the editor. Open the Data table node: its output shows the row it wrote. Open freezer_log in the Data tables tab and check all four cells, including the time. If a cell shows {{ $json.contents }} as text, that value was typed as fixed text rather than as an expression. Fix it and run the test again.
Switch it on. Click Publish in the canvas header, then Publish again in the dialog. Open the form node and copy the Production URL from the top of its panel. Bookmark it on your phone, and log in to n8n in that phone browser, because of the authentication you chose. Submit one real box from the freezer. In the workflow's Executions tab you now see a run marked Success, and the row is in the table.
Break it on purpose. Between the form and the Data table node, add a Stop and Error node (hover over the connecting line to insert a node there). Set Error Type to Error Message and type Deliberate test failure. Publish again. Submit a test box through the Production URL. The form thanks you as usual. Now look at Executions: the run is Failed, and the table has no new row. This is the failure you would never notice from the phone.
Fix it, then find the off switch. Delete the Stop and Error node, connect the form to the Data table node again, and publish. Then open the small arrow next to the Publish button and find Unpublish. Decide now: if you'll use the log this week, leave it published. If not, unpublish it. Either way, you know where the switch is.

What it taught her: the thank-you page can lie. For a log only she uses, checking the Executions tab once a week is enough. If colleagues start using the form, she'll need a warning message when a run fails. That's the next trip round the quadrants (T05-L04).

Company: the call log

Structure it. "I type about twelve call notes into a spreadsheet every Friday, and half of them don't say whether I promised a follow-up. A good result: each call logged within a minute of hanging up, and a follow-up flag on every one."

Understand it. He compares a month of paper notes with his inbox. The missing follow-up flags are the real cost: two customers waited a week for a callback he had promised. The typing is a minor cost. Back to Structure it: "Log customer, topic and follow-up yes/no right after the call. The follow-up answer can't be skipped."

Choose tools. The same skeleton as the lab: a form, a data table, no AI. The one change is the follow-up field: a Dropdown element with yes and no, marked required, so the question can't be left blank.

Build it. He follows the same seven steps with a call_log table (customer, topic, follow_up, logged_at) and keeps the form link open in a browser tab next to his phone software. In step 6 he sees the same thing: the form says thank you, the run is Failed, and no row appears. What it taught him: he'd rather know within the hour, because a lost call note means a customer waiting. His next trip round the quadrants is a failure message, and after that a Monday summary of every open follow-up (T05-L02).

In both cases the automation is small: one trigger, one action. The value came from Understand it: the problem was never really the typing.

What goes wrong

Switching it on before testing. Symptom: you publish, submit from your phone, and the table fills with rows that read {{ $json.position }}. Fix: always run Execute Workflow with a real entry first, and check every cell of the result before you click Publish.

Testing with the wrong link. Symptom: you submit the form and nothing appears in the Executions tab, or the editor sits waiting. Fix: the Test URL works only while the editor waits after Execute Workflow. The Production URL works only after Publish. Use the right one for what you're doing.

Trusting the thank-you page. Symptom: weeks later you find gaps in the log, although every submission "went through". Fix: look at the Executions tab, filtered to Failed, once a week. When other people depend on it, set an error workflow in the workflow's Settings (three-dot menu, top right) so a failure notifies you (T05-L04).

A trigger that fires on everything. Symptom: runs you didn't expect, or your trial's 1,000 executions shrinking fast. Fix: prefer triggers you control, like a form. A "whenever anything changes" trigger on a busy folder or inbox fires on every change. Filter it before you publish.

Forgetting where it runs. Symptom: you close the laptop and assume the automation has stopped, or you're surprised that it has kept running for weeks. Fix: a published Cloud workflow runs on n8n's servers. Only Unpublish stops it.

Building on a trial account. Symptom: day 15, your workspace is gone, and so is your log. Fix: before the trial ends, either choose a plan or download the workflow and copy the table's rows somewhere you keep. Never put the only copy of anything important on a trial account.

Do it yourself (45 minutes)

Use your own repeated copying job, not the freezer or the call log.

Structure it (5 min). Write one sentence: what you copy, how often, and what a good result looks like. List the three or four details you copy every time.
Understand it (10 min). Look at the last few weeks of that job. Where does it actually go wrong: the typing, the delay, or a detail that's often missing? Rewrite your sentence if you learned something.
Choose tools (5 min). Could a spreadsheet or a template do it? If a form plus a log is the simplest thing that solves what you found, continue. Keep personal data about other people out of your practice log (T12-L01).
Build it (25 min). Follow the seven steps with your own fields. Test with a real entry, publish, submit once for real, break it with Stop and Error, look at the failed run, then fix it and decide whether to leave it on.

Exit check

Delivered artifact: a screenshot of your workflow's Executions tab showing at least one Success and one Failed run, plus one line: "The off switch is ___, and while it's published it runs on ___."

It passes when the failed run left no row in your table, and you can explain in one sentence why the form still said thank you.

Rule to remember

Know how to stop it before you start it.

Your First Automation: Build It, Break It, Switch It Off