Overview and Workflow Index
Overview
This book documents all n8n automation workflows currently deployed at Puffing Billy Railway (PBR). n8n is PBR's self-hosted workflow automation platform, running at https://n8n.pbr.org.au. It integrates internal systems, third-party APIs, and AI services to automate routine IT and operational processes.
Workflow Index
| Workflow | Status | Trigger | Purpose |
|---|
| BetterImpact > Swift User Ingest | Active | Scheduled — every 24 hours | Syncs people records from BetterImpact into Swift Digital contact groups by engagement type |
| Jitbit External Tool — search_bookstack | Active | Webhook (Jitbit AI External Tool) | Searches BookStack documentation on behalf of the Jitbit AI assistant |
| Jitbit Auto-Triage — Type Field + BookStack + Tech Note | Active | Webhook (Jitbit automation rule) | Classifies new helpdesk tickets by ITIL type, sets a custom field, and posts a private tech note with BookStack references |
| Delete All Swift Users From Group | Inactive — manual run only | Manual trigger | Utility workflow to bulk-remove all contacts from a specified Swift Digital group |
Credentials Overview
The following credential types are used across these workflows. All credentials are stored in n8n and referenced by name — no secrets are stored in workflow parameters.
| Credential Name | Type | Used By |
|---|
| Anthropic API Key | HTTP Header Auth (x-api-key) | Jitbit Auto-Triage |
| Jitbit API Token | HTTP Bearer Auth | Jitbit Auto-Triage, search_bookstack |
| BookStack Token | HTTP Header Auth (Authorization: Token id:secret) | Jitbit Auto-Triage, search_bookstack |
| BetterImpact API | HTTP Basic Auth | BetterImpact > Swift User Ingest |
| Swift Digital OAuth2 | OAuth2 | BetterImpact > Swift User Ingest, Delete All Swift Users |
Maintenance Notes
- When adding new workflows, add a row to the Workflow Index table above and create a dedicated page in this book.
- Credential tokens should be rotated in n8n under Settings > Credentials when staff change or tokens are revoked.
- The Anthropic API key used for Jitbit Auto-Triage currently uses the
claude-haiku-4-5-20251001 model. Check Anthropic model deprecation notices periodically and update the workflow if the model string changes.
- n8n is running in Docker — refer to the n8n server documentation for upgrade and backup procedures.