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. 
 
 Field Value 
 
 Platform n8n (self-hosted, Docker) 
 URL https://n8n.pbr.org.au 
 Owner IT Team — Mitch (IT Manager) 
 Status Active 
 
 
 
 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.