Approval in a single click: how an n8n workflow simplifies HA Group’s supplier self-assessment
Request via the website, decision by HA Group, automated delivery
Purchasing departments assess their suppliers on the basis of standardised information: company data, contacts, certificates and sustainability ratings. The HA Group compiles this information in a supplier self-assessment that prospective partners and customers request on a regular basis.
Until now, the HA Group sent the document out individually by email on request. This took time, and every request had to be answered separately. An open download on the website was not an option either: although the self-assessment contains no confidential data, it should not be freely accessible to competitors and other market players.
The aim was therefore a lean process that combines both requirements. Interested parties should be able to request the document directly via the website, while the HA Group etains full control over who receives it – with as little effort as possible for the staff involved.
To achieve this, we connected a request form in TYPO3 to an automated approval workflow in n8n. The solution has been live in German and English since September 2026.
| Client | Hüttenes-Albertus Chemische Werke GmbH |
|---|---|
Project duration | 2026 |
Discover the project from the perspective of:
Keeping control, reducing effort
Instead of answering every request by email, the HA Group now only checks who has requested the document. All relevant details such as name, company, position and email address are collected in a single message.
The decision as to who receives the self-assessment thus remains entirely with the HA Group. The manual effort is reduced to a quick check.
A TYPO3 form as the starting point for n8n
The request form is built with the TYPO3 Form Framework, including the data protection consent. Once submitted, TYPO3 passes the data via webhook to an n8n workflow, which takes care of all further steps.
The requests are deliberately not stored in a database. The data only passes through the approval process, which keeps the solution lean and economical with data.
Approval in a single click
The internal notification contains two buttons: approve or decline. A single click is all it takes, and the requester automatically receives the appropriate response – either the document or a friendly rejection.
For interested parties, this means a fast and reliable response, without anyone at the HA Group having to write an email or look for attachments.
Waiting for the decision within the workflow
The workflow uses n8n’s wait-for-response function. It sends the internal email with unique links for approval and rejection and pauses until one of them is clicked. It then branches according to the decision and the language of the request.
The PDF is stored in the TYPO3 file management. When a request is approved, n8n retrieves the latest version from there and attaches it. The HA Group simply uploads a new version in the TYPO3 backend – no changes to the workflow are required.
A professional presence in two languages
The self-assessment is requested internationally. The form, the confirmation and all emails are therefore available in German and English, each with the corresponding document.
The emails are designed in the HA Group’s corporate style and are easy to read on all devices. This keeps the brand presence consistent, even in automated communication.
Responsive emails and safe testing
We created the email templates with MJML. From these, the workflow generates HTML emails that display reliably in common email clients and on mobile devices.
For testing, the workflow has a separate branch in which approval emails are sent to us instead of the HA Group. This allows changes to be checked without disrupting live operation.