# 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](https://n8n.pbr.org.au). It integrates internal systems, third-party APIs, and AI services to automate routine IT and operational processes.

<table id="bkmrk-fieldvalue-platformn"><thead><tr><th>Field</th><th>Value</th></tr></thead><tbody><tr><td>Platform</td><td>n8n (self-hosted, Docker)</td></tr><tr><td>URL</td><td>https://n8n.pbr.org.au</td></tr><tr><td>Owner</td><td>IT Team — Mitch (IT Manager)</td></tr><tr><td>Status</td><td>Active</td></tr></tbody></table>

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## Workflow Index

<table id="bkmrk-workflowstatustrigge"><thead><tr><th>Workflow</th><th>Status</th><th>Trigger</th><th>Purpose</th></tr></thead><tbody><tr><td>BetterImpact &gt; Swift User Ingest</td><td>Active</td><td>Scheduled — every 24 hours</td><td>Syncs people records from BetterImpact into Swift Digital contact groups by engagement type</td></tr><tr><td>Jitbit External Tool — search\_bookstack</td><td>Active</td><td>Webhook (Jitbit AI External Tool)</td><td>Searches BookStack documentation on behalf of the Jitbit AI assistant</td></tr><tr><td>Jitbit Auto-Triage — Type Field + BookStack + Tech Note</td><td>Active</td><td>Webhook (Jitbit automation rule)</td><td>Classifies new helpdesk tickets by ITIL type, sets a custom field, and posts a private tech note with BookStack references</td></tr><tr><td>Delete All Swift Users From Group</td><td>Inactive — manual run only</td><td>Manual trigger</td><td>Utility workflow to bulk-remove all contacts from a specified Swift Digital group</td></tr></tbody></table>

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## 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.

<table id="bkmrk-credential-nametypeu"><thead><tr><th>Credential Name</th><th>Type</th><th>Used By</th></tr></thead><tbody><tr><td>Anthropic API Key</td><td>HTTP Header Auth (`x-api-key`)</td><td>Jitbit Auto-Triage</td></tr><tr><td>Jitbit API Token</td><td>HTTP Bearer Auth</td><td>Jitbit Auto-Triage, search\_bookstack</td></tr><tr><td>BookStack Token</td><td>HTTP Header Auth (`Authorization: Token id:secret`)</td><td>Jitbit Auto-Triage, search\_bookstack</td></tr><tr><td>BetterImpact API</td><td>HTTP Basic Auth</td><td>BetterImpact &gt; Swift User Ingest</td></tr><tr><td>Swift Digital OAuth2</td><td>OAuth2</td><td>BetterImpact &gt; Swift User Ingest, Delete All Swift Users</td></tr></tbody></table>

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## 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 &gt; 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.