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Sifa Apology Outreach (WhatsApp users via SMS)

This workflow sends apology messages via SMS to WhatsApp channel users who have onboarded into the Sifa coaching program. It works around WhatsApp's 24-hour messaging window limitation by using SMS delivery instead, ensuring all affected users receive the apology regardless of when they last interacted with the system.

Purpose

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Based on the workflow implementation, this appears to be a crisis communication tool that allows program administrators to quickly reach out to all onboarded WhatsApp users with an apology message when system issues occur. The workflow targets users who prefer WhatsApp communication but delivers the message via SMS to bypass WhatsApp's messaging restrictions.

How It Works

  1. Manual Trigger: An administrator (likely Edith based on the notes) manually executes the workflow
  2. Configuration Setup: The workflow loads Africa's Talking SMS credentials and sets the outreach tag for tracking
  3. User Query: Fetches all WhatsApp channel users who have completed onboarding and haven't already received this specific apology
  4. Individual Processing: Loops through each user one at a time to avoid overwhelming the SMS service
  5. Message Rendering: Prepares a standardized apology message in Swahili with a WhatsApp link for future communication
  6. SMS Delivery: Sends the message via Africa's Talking SMS service using a toll-free sender code
  7. Activity Logging: Records each sent message in the chat log to prevent duplicates and maintain audit trail
  8. Rate Limiting: Waits 1.5 seconds between sends to respect API limits

Workflow Diagram

graph TD
    A[Manual Trigger] --> B[Config]
    B --> C[Fetch Queue]
    C --> D[Loop 1 row]
    D --> E[Render SMS]
    E --> F[SMS Live Send]
    F --> G[Log chatLog]
    G --> H[Rate Limit Wait]
    H --> D
    D --> I[Complete]

Trigger

Manual Trigger: The workflow must be manually executed by an administrator. This is appropriate for crisis communication scenarios where timing and oversight are critical.

Nodes Used

Node Type Node Name Purpose
Manual Trigger Manual Trigger Allows manual execution by administrator
Set Config Stores SMS credentials and tracking tag
Postgres Fetch Queue Queries for WhatsApp users needing apology
Split in Batches Loop (1 row) Processes users individually
Set Render SMS Prepares SMS message content
HTTP Request SMS Live Send Sends SMS via Africa's Talking API
Postgres Log chatLog Records sent messages for tracking
Wait Rate Limit Wait Prevents API rate limit violations

External Services & Credentials Required

Africa's Talking SMS Service

  • API Key: Required for authentication
  • Username: Account identifier (toll_free_sms_ke)
  • Sender Code: Short code for SMS sending (24436)

PostgreSQL Database

  • Connection: Access to tables youthEntrepreneursReal, youthProgressReport, and chatLog
  • Permissions: SELECT on user tables, INSERT on chatLog table

Environment Variables

The workflow uses hardcoded configuration values in the Config node: - outreach_tag: "system/apology-2026-04-25" - at_username: "toll_free_sms_ke" - at_sender_code: "24436" - at_api_key: Africa's Talking API key (should be moved to credentials)

Data Flow

Input

  • No external input required (manual trigger)
  • Queries database for eligible users

Processing

  • Filters for WhatsApp channel users who have onboarded
  • Excludes users who already received this specific apology
  • Renders Swahili apology message with WhatsApp contact link

Output

  • SMS messages sent to eligible users
  • Chat log entries for audit trail
  • Estimated 7-8 minutes total runtime for ~295 users

Sample Message

1
Tulikuwa na tatizo lakini sasa iko sawa. Tuma data yako na uulize SIFA swali lolote kuhusu biashara yako. Bonyeza: https://wa.me/254203892316

Error Handling

The workflow does not include explicit error handling nodes. Failed SMS sends or database operations will cause the workflow to stop. Consider adding error handling for: - SMS API failures - Database connection issues - Invalid phone numbers

Known Limitations

  • Hardcoded API Key: Security risk - should use n8n credentials instead
  • No Error Recovery: Failed sends will stop the entire workflow
  • Fixed Message: No personalization beyond first name
  • Rate Limiting: 1.5 second delays make large batches slow
  • Manual Only: No automated triggering based on system events

No related workflows identified from the provided context.

Setup Instructions

  1. Import Workflow: Import the JSON into your n8n instance

  2. Configure Database Connection:

    • Set up PostgreSQL credentials named "Postgres account"
    • Ensure access to required tables

  3. Set Up SMS Credentials:

    • Create Africa's Talking account
    • Replace hardcoded API key in Config node with credential reference
    • Verify sender code and username

  4. Test with Small Batch:

    • Modify the SQL query to add LIMIT 5 for testing
    • Execute manually and verify SMS delivery

  5. Update Message Content:

    • Modify the preview_body in "Render SMS" node as needed
    • Update the outreach tag for new campaigns

  6. Security Improvements:

    • Move API key to n8n credentials
    • Add error handling nodes
    • Consider adding approval step before mass sending

  7. Monitoring:

    • Monitor chat log for delivery confirmation
    • Check Africa's Talking dashboard for send statistics