How to create your first workflow in n8n step by step

Digital transformation has stopped being an aspiration and has become a strategic imperative. Companies that manage to automate and orchestrate business processes efficiently gain significant competitive advantages: reduced operational costs, improved service quality, and the ability to scale without compromising stability.

In this context, n8n emerges as an enterprise automation tool that enables organizations to design, implement, and manage complex workflows without relying exclusively on specialized development teams.

Unlike basic automation solutions, n8n offers a flexible, extensible, and self-hosted architecture that adapts to the specific needs of each company.

We will explain what n8n is at a technical level, how to create your first workflow step by step, and what strategic considerations you should keep in mind before implementing it in production environments.

What is n8n and how does it work at a technical level?

n8n is a node-based workflow automation platform that allows you to connect applications, services, and systems through visual flows. Its modular architecture facilitates the integration of multiple technologies and the orchestration of complex business processes.

Node-based architecture

Each workflow in n8n is composed of interconnected nodes. A node can be:

• Trigger: starts the workflow when a specific event occurs (webhook, cron job, form).
• Action: executes an operation in an external service (create record in CRM, send email, update database).
• Transformation: manipulates data in JSON format to adapt it between systems.

Nodes are connected through data flows that transmit information from one to another, allowing you to build conditional logic, loops, and branches.

Webhooks and triggers

n8n supports multiple types of triggers:

• Webhooks: receive HTTP requests from external applications.
• Polling: periodically query APIs.
• Internal events: respond to changes in databases or internal systems.

This flexibility enables lead automation with n8n, capturing information from web forms and automatically sending it to CRM systems or marketing tools.

JSON data handling

n8n works exclusively with structured JSON data. Each node receives a JSON object, processes it, and passes it to the next node. This standardization facilitates integration with REST APIs, NoSQL databases, and cloud services.

Synchronous vs asynchronous executions

Synchronous: the workflow waits for each node’s response before continuing. Useful for critical operations that require immediate confirmation.

Asynchronous: the workflow executes multiple nodes in parallel, optimizing execution time in long processes.

Self-hosted vs cloud

n8n offers two deployment models:

Self-hosted: local installation using Docker or Node.js, ideal for companies that require full control over data and security.

Cloud: instance managed by n8n, with lower configuration complexity but less flexibility for customization.

Advantages over other tools

Compared to platforms like Zapier or Make, n8n offers:

• Predictable costs (no execution limits in the self-hosted version).
• Greater data transparency.
• Extensibility through custom nodes.
• Native integration with enterprise tools such as ERP and CRM.

How to create your first workflow in n8n step by step

Creating an effective workflow requires understanding not only the tool but also the business process you want to automate. Below, we detail the technical steps required to create automated flows with n8n from scratch.

Step 1: Installation or instance access

If you choose self-hosted, the fastest way to get started is by using Docker:

docker run -it --rm --name n8n -p 5678:5678 n8nio/n8n

Once executed, go to http://localhost:5678 and create your administrator account.

If you prefer the cloud version, register at n8n.cloud and access your workflows panel directly.

Step 2: Create a new workflow

Within the n8n interface, select "Create new workflow". Assign a descriptive name that reflects the purpose of the flow (example: "Lead automation from web form").

Step 3: Configure a trigger

Add a Webhook node as the starting point. Configure:

• HTTP method (POST, GET).
• Unique path (example: /webhook/leads).
• Response format.

This webhook will allow you to receive data from external forms or web applications.

Step 4: Connect a data transformation node

Use the Set or Function node to clean, normalize, or enrich the received data. For example:

• Extract only the necessary fields.
• Validate email format.
• Convert dates to a standard format.

Step 5: Integrate an external application

Add an integration node such as HubSpot, Salesforce, or Google Sheets, depending on your technology stack. This step is key for CRM integration with n8n, enabling real-time information synchronization.

Configure the specific action:

• Create contact.
• Update opportunity.
• Add record to database.
•  

Step 6: Configure secure credentials

n8n centrally manages credentials. For each external service:

• Access the credentials section.
• Select the authentication type (OAuth2, API Key, Basic Auth).
• Enter the credentials and verify the connection.

Best practice: use environment variables to manage sensitive credentials in production.

Step 7: Testing and debugging

Before activating the workflow:

• Run manual tests from the interface.
• Review logs for each node.
• Verify that data transformations are correct.
• Implement error handling using conditional nodes (IF) or try-catch blocks.

Step 8: Activate the workflow in production

Once validated, activate the workflow to process events in real time. Configure monitoring alerts to detect failures or latency.

Recommendation: implement workflow versioning to revert critical changes if necessary.

Key considerations before creating a workflow in n8n

Implementing workflows in enterprise environments requires more than basic technical knowledge. The following considerations are essential to ensure stability, security, and scalability.

Architecture and governance

Define a clear architecture strategy:

• Will workflows be centralized or distributed?
• How will versioning be managed?
• Which teams will have access to which workflows?

Establish governance policies that include code reviews, periodic audits, and mandatory documentation.

Security and credential management

Credentials must be protected through:

Encryption at rest and in transit.

Periodic rotation.

Principle of least privilege.

For regulated environments (financial, healthcare), consider implementing n8n in private infrastructure with additional security controls.

Scalability and monitoring

As the number of workflows grows, implement:

• Performance monitoring (latency, error rate).
• Automatic failure alerts.
• Load balancing for high-volume workflows.
• Tools like Prometheus or Grafana can be integrated for advanced observability.

ERP and CRM integration

The true power of n8n becomes evident when integrated with core business systems. This requires:

• Detailed entity and field mapping.
• Bidirectional synchronization handling.
• Failure recovery strategies.

Working with n8n specialists facilitates this integration, avoiding costly errors and ensuring scalability from the start.

Impact on critical processes

Before automating a process, evaluate:

• What happens if the workflow fails?
• Are there backups or manual processes?
• How is data consistency guaranteed?

Automating without a contingency plan can generate serious operational disruptions.

Benefits of working with an n8n automation company

Having specialized n8n providers offers strategic advantages:

• Reduced implementation time.
• Best practices from the beginning.
• Continuous support and proactive maintenance.
• Access to specialized knowledge in regulated industries.

At Rootstack, our n8n development services are designed to support companies at every stage: from strategic planning to implementation, monitoring, and continuous optimization. As an expert n8n company, we understand that each organization has unique needs, which is why we offer customized solutions aligned with your business objectives.

Automate with confidence: the next step toward business efficiency

Creating your first workflow in n8n is the beginning of a path toward intelligent business automation. However, long-term success depends on a solid strategy, a scalable architecture, and specialized technical support.

If your company is looking to automate critical processes, integrate complex systems, or scale operations with confidence, expert support makes the difference. At Rootstack, we work with organizations of all sizes to design, implement, and optimize automation solutions that generate real value.

Ready to take your processes to the next level? Contact us and discover how our services can transform your operations.