n8n Cloud — Operations Workbook
Workbook last reviewed: 2026-06-11
Overview
| Property | Value |
|---|---|
| Service | n8n Cloud |
| Provider | n8n (SaaS) — app.n8n.cloud |
| Plan | n8n Cloud (managed) |
| Public URL | https://n8n-cloud.infra.zintegrowana.online |
| DNS | CNAME → p24.app.n8n.cloud |
| Workflow count | 5 active |
n8n Cloud is the SaaS workflow automation platform used for ecotrans business process automation. It hosts finance document processing, HR automation, fiscal system sync, and the workflow backup mechanism itself. Infrastructure is fully managed by the n8n provider — no Docker, no VPS configuration.
Architecture
Developer / admin
|
v
https://app.n8n.cloud (n8n SaaS UI)
|
|── fibu-2025-docs-upload Finance doc pipeline
|── save-workflows-to-gitlab Nightly backup → GitLab
|── ecotrans-hr-workflow HR automation
|── synchronize-kasa-with-googlesheet Fiscal → Sheets
└── ai-documents-inbox-folders processing pinbox24 AI doc delivery
|
├── Google Drive (pinbox24 shared folder → Watch folders)
├── Gmail (email delivery per doc category)
├── Google Sheets API
├── GitLab API (backup target)
├── Supabase (via n8n Credential Manager)
└── External webhooks / manual triggersCustom domain: n8n-cloud.infra.zintegrowana.online is a Cloudflare CNAME record pointing to p24.app.n8n.cloud. Used as the stable internal reference URL.
Active Workflows
| Workflow | ID | Purpose | Trigger | Backup coverage |
|---|---|---|---|---|
fibu-2025-docs-upload | bT6grVXtfLOzYf9j | Finance document ingestion and processing pipeline | Manual or webhook | Wasabi S3 nightly + save-workflows-to-gitlab |
save-workflows-to-gitlab | lShfAU645lP0rcR6 | Exports all n8n workflow JSON to GitLab repository | Nightly scheduled | Self-referential; also Wasabi S3 nightly |
ecotrans-hr-workflow | mLfhUCqBEYajcie5 | HR process automation (employee onboarding, requests) | Webhook | Wasabi S3 nightly + save-workflows-to-gitlab |
synchronize-kasa-with-googlesheet | vuZ1bgFHeiLr6JXp | Syncs data from the Kasa fiscal system into a Google Sheets document | Scheduled | Wasabi S3 nightly + save-workflows-to-gitlab |
ai-documents-inbox-folders processing | 2Em6a6KgKOlwG7Ou | pinbox24 AI document delivery — watches shared Google Drive folders (Rechnungen, Gutshrifts, Standard docs), downloads files, emails them to the AI extraction pipeline, cleans up processed/duplicate files | Hourly (4 sub-flows) | Wasabi S3 nightly + save-workflows-to-gitlab; JSON also in infra-src/n8n-workflows/ai-documents-inbox-folders-processing.json |
Workflow notes
fibu-2025-docs-upload: Auth test errors were observed on 2026-05-13. These were intentional test runs, not a production incident. No corrective action required unless the pattern recurs on production triggers.
save-workflows-to-gitlab: This workflow is both a service element and the backup mechanism for all other workflows. If it stops running, the backup gap widens. Monitor execution history weekly. The GitLab repository receiving the exports must remain accessible — verify credentials in the n8n Credential Manager periodically.
ai-documents-inbox-folders processing: Critical production workflow — replaced the old email-with-attachments delivery model (which had size limits and unreliable delivery). Users now upload documents to dedicated pinbox24 Google Drive shared folders. This workflow watches those folders hourly and delivers files to the AI extraction pipeline via email. Four sub-flows run on staggered schedules (:20, :30, :40, 01 min of hour) to avoid overlap. The cleanup sub-flow also deduplicates files for selected date ranges. If this workflow stops, AI document extraction stops receiving new inputs.
Restore credential note: the OAuth app registration (GMAIL_OAUTH_CLIENT_ID + GMAIL_OAUTH_CLIENT_SECRET) is in GitHub Secrets. The actual authorized access/refresh tokens are held only by n8n’s Credential Manager (encrypted, not exported). On a new n8n instance, create a new Google credential using those GH Secret values and complete the OAuth consent flow in a browser to re-grant access.
Config Management
All workflow configuration lives inside n8n Cloud. There is no local config file or Docker compose entry for this service.
| Item | Location | In repo? |
|---|---|---|
| Workflow definitions (JSON) | n8n Cloud + GitLab backup repo | Via save-workflows-to-gitlab |
| API credentials | n8n Credential Manager (encrypted at rest by n8n) | No |
| Account password | n8n Cloud account settings | No — stored in .env.local only |
| GitLab backup repo | GitLab (separate from this repo) | Separate repo |
Backup
Mechanism
Two independent backup mechanisms run on nightly schedules.
| What | Method | Frequency | Destination |
|---|---|---|---|
| All active workflow definitions (JSON) | scripts/backup-n8n-cloud.py via GH Actions | Nightly 02:00 UTC | Wasabi S3 p24-infra/ecotrans-monitoring/n8n-cloud-backups/YYYY-MM-DD/ — 90-day retention |
| All workflow definitions | save-workflows-to-gitlab n8n workflow | Nightly | GitLab repository |
| Workflow execution history | n8n Cloud built-in retention | Per n8n plan | n8n Cloud (not exported) |
| Credentials | n8n Credential Manager | Not exported — manual documentation only | .env.local |
Gap: Execution history and individual credential values are not exported. If the n8n Cloud account is lost, credentials must be re-entered manually from .env.local.
Verify backup is running
- Log into
https://app.n8n.cloud - Open
save-workflows-to-gitlabworkflow - Check execution history — last successful run should be within 24h
Restore
Restore a workflow from GitLab backup
1. Clone or browse the GitLab workflow backup repository
2. Locate the workflow JSON file by name
3. In n8n UI: open the target workflow → ... (menu) → Import from file
OR: Settings → Import workflow → paste JSON
4. Re-enter any credentials referenced by the workflow (credentials are not in the JSON export)
5. Activate the workflow
6. Run a test execution to verifyRestore after complete n8n Cloud account loss
1. Create new n8n Cloud account or recover via password reset
2. Clone GitLab backup repo to get all workflow JSONs
3. Import each workflow via n8n UI (Settings → Import workflow)
4. Re-create all credentials in n8n Credential Manager using values from .env.local
5. Activate workflows one by one and verify
6. Update DNS CNAME if account subdomain changedn8n Cloud also provides built-in workflow version history
Available per workflow via the workflow canvas → … → History. Useful for reverting accidental edits without involving the GitLab backup.
Monitoring
n8n Cloud is a SaaS service — infrastructure monitoring (uptime, CPU, memory) is the provider’s responsibility.
| What | How |
|---|---|
| Workflow execution status | n8n UI → Executions tab — review failed runs |
| n8n Cloud platform uptime | https://n8n.io/status — provider status page |
| Backup freshness | Check save-workflows-to-gitlab last execution in n8n UI |
| Credential expiry | Manual review — no automated alerting for expired n8n credentials |
There is no Prometheus scrape of n8n Cloud. Workflow failures are visible only by logging into the n8n UI.
Recommended cadence: Check n8n execution history at least once per week. Failed executions appear with a red indicator in the Executions tab.
Healthcheck
Manual check (weekly):
1. Open https://app.n8n.cloud
2. Navigate to Executions
3. Filter by status: Error
4. Investigate any failures not already acknowledged
5. Verify save-workflows-to-gitlab last ran successfully within 24hFor platform incidents, consult https://n8n.io/status.
Password Rotation
| Credential | Location | Rotation frequency | How to rotate |
|---|---|---|---|
| n8n Cloud account password | n8n Cloud account settings | 180 days | Log in → Account → Security → Change password. Update .env.local. Log in secrets-rotation-log.md. |
| Per-workflow API credentials | n8n Credential Manager | Varies by provider | Open the credential in n8n → edit → enter new value → Save. No restart needed. |
API credentials stored in n8n Credential Manager (non-exhaustive):
| Credential name | Used by | External service | OAuth app in GH Secrets? |
|---|---|---|---|
| GitLab API token | save-workflows-to-gitlab | GitLab | No |
| Google Sheets OAuth | synchronize-kasa-with-googlesheet | No | |
| Google Drive + Gmail OAuth | ai-documents-inbox-folders processing | Google Drive + Gmail | Yes — GMAIL_OAUTH_CLIENT_ID + GMAIL_OAUTH_CLIENT_SECRET in GH Secrets; access tokens held by n8n only |
| Supabase credentials (if any) | Various | Supabase | No |
When rotating an external API key that is also used by n8n, update the credential in n8n Credential Manager immediately after generating the new key.
Incident Response
Workflow failed
1. Log into app.n8n.cloud
2. Open the failed workflow → Executions tab
3. Click the failed execution → inspect the error node
4. Fix the root cause (bad input, expired credential, upstream API down)
5. Re-run manually: Executions → click failed run → Retry
6. If credential expired: update in n8n Credential Manager, then re-runn8n Cloud platform down
1. Check https://n8n.io/status for a reported incident
2. If confirmed incident: wait for recovery — no action possible on our end
3. If no incident reported: try accessing https://app.n8n.cloud from an incognito window
4. If persistent: contact n8n support at support@n8n.io
5. Log the incident in docs/secrets-rotation-log.md if credentials were affectedsave-workflows-to-gitlab not running
1. Open the workflow in n8n UI and check its active/inactive toggle — ensure it is active
2. Check execution history for errors (GitLab token expired, repo not accessible)
3. Verify the GitLab API token in n8n Credential Manager is valid
4. Trigger a manual run to confirm recovery
5. Check the GitLab repo that workflow exports are arrivingKnown Limitations
| Requirement | Status | Reason | Compensating control |
|---|---|---|---|
| Prometheus monitoring | Not available | SaaS — no metrics endpoint exposed | Manual weekly review of execution history |
| Credential export | Not available | n8n encrypts credentials at rest, does not export values | Credentials documented in .env.local; rotation log in secrets-rotation-log.md |
| Execution history backup | Partial | n8n Cloud retains history per plan limits; not exported to GitLab | Workflow definitions backed up; execution logs are ephemeral |