CRM — Resolve Context

CRM — Resolve Context answers one question for other workflows: given a seller’s mailbox and a customer’s e-mail address, who are they in the CRM? It returns the seller’s Membership and company, the customer as a CRM person with their company, and the customer’s open Deal, preferring the one owned by that seller. It only reads. It never creates a person or a Deal.

It is a sub-workflow: it has no trigger of its own and runs when another workflow calls it. Email Capture calls it once per e-mail. Cal.com Booking Intake still does the same lookups inline; moving it to this sub-workflow is a pending work item.

The CRM maintainer owns the Membership, People and Deal records it reads; the Tooling and Access maintainer owns the Tool Account and its Identity Binding.

Flow

Generated from the n8n version in the box above: every box is a node and every arrow is a connection in n8n. Pink pills are triggers, yellow hexagons are If and Switch nodes with their outputs on the arrows, blue cylinders read (Airtable, Data Table, HTTP GET), green cylinders write, purple boxes call another workflow, and dashed arrows are error outputs.

flowchart TD
  subgraph g0["Request"]
    n1(["Context Request"]):::trigger
    n0["Build Lookups"]:::logic
  end
  subgraph g1["Seller"]
    n6[("Find Tool Account<br/><small>GET Tooling Tool Account</small>")]:::read
    n9["Resolve Seller"]:::logic
    n3[("Find Membership (CRM)<br/><small>GET CRM Membership</small>")]:::read
    n4[("Find Membership by Email<br/><small>GET CRM Membership</small>")]:::read
  end
  subgraph g2["Counterparty and open Deal"]
    n5[("Find Person (CRM)<br/><small>GET CRM People</small>")]:::read
    n8["Resolve Person"]:::logic
    n2[("Find Deals<br/><small>GET CRM Deal</small>")]:::read
    n7["Resolve Context"]:::logic
  end
  n1 --> n0
  n0 --> n6
  n6 --> n9
  n9 --> n3
  n3 --> n4
  n4 --> n5
  n5 --> n8
  n8 --> n2
  n2 --> n7
  classDef trigger fill:#fde7f3,stroke:#d6409f,color:#111
  classDef decision fill:#fff7e0,stroke:#c99a00,color:#111
  classDef read fill:#e8f1ff,stroke:#3b82f6,color:#111
  classDef write fill:#e7f8ee,stroke:#16a34a,color:#111
  classDef subflow fill:#f3e8ff,stroke:#9333ea,color:#111
  classDef wait fill:#f1f1f1,stroke:#888,color:#111
  classDef logic fill:#ffffff,stroke:#999,color:#111

Systems it touches

Every Airtable call is an HTTP Request node with an Airtable token credential. The reads filter by field name: {Login Alias} and {Tool} on Tool Account, {Membership #} and {Company Email} on the Membership mirror, {Email} on the People mirror, and record ids on Deal. Renaming one of those fields breaks the lookup without an error: the node returns no record and the flow continues as if nothing was found.

Input and output

Context Request receives three values from the caller:

Resolve Context returns one item:

Seller

Build Lookups lowercases both addresses and builds the formulas. Find Tool Account looks for the Tooling Tool Account whose Login Alias is the seller’s address and whose Tool contains Google Workspace. Resolve Seller reads its Bound Membership ID. Find Membership (CRM) looks for the Membership mirror record whose Membership # starts with that number followed by “ - “. Find Membership by Email looks for the Membership mirror record whose Company Email is the seller’s address.

Resolve Context takes the Membership found by number, then the one found by e-mail. Its Business Unit becomes the accountable company. The notes say which path was used and what is missing: no Tool Account and no Company Email; found by e-mail only (add an Identity Binding); Tool Account without a binding.

Counterparty and open Deal

Find Person (CRM) looks for the counterparty’s e-mail in the CRM People mirror. Resolve Person reads the person’s companies and the ids in Deals (Counterparty), and builds the Deal lookup. Find Deals reads those Deals.

Resolve Context keeps the Deals whose Deal Status is Open. When the seller is known as a CRM Person (the Member of the Membership found), it picks the first open Deal whose Accountable (Person)* contains them, and none otherwise. When the seller is unknown, it picks the first open Deal. The notes record a person not in the mirror, or a person without an open Deal.

Nodes

The workflow has 11 nodes: 10 that run and one sticky note.

Connections

Settings and error handling

Before activating

Known gaps

Keep this page in sync

The box at the top shows the n8n version this page describes. Open the workflow in n8n: when its last save is newer than the date in the box, this page is out of date until the next review. Every node and every connection of that version is in Nodes and Connections.