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Triage Clientify contact emails with Gmail, OpenAI, and Slack

Created by

Created by: Clientify || clientify-team
Clientify

Last update

Last update a day ago

Categories

Quick overview

This workflow polls Gmail for new emails, checks whether the sender exists as a contact in Clientify, and uses OpenAI to classify and summarize the message. It logs the triage result to the contact timeline and escalates high-urgency emails or complaints with a Clientify task and a Slack alert.

How it works

  1. Triggers every minute when a new email arrives in Gmail.
  2. Extracts sender, subject, and body, and ignores internal emails (matching your domain), no-reply addresses, and newsletter-style messages.
  3. Searches Clientify contacts by the sender’s email address and stops if there is no exact email match.
  4. Sends the email and contact context to OpenAI (GPT-4o-mini) to return structured triage output including category, urgency, sentiment, a two-sentence summary, whether a reply is needed, and a suggested action.
  5. Adds the triage details as a note on the matching Clientify contact.
  6. If urgency is high or the category is complaint, creates a follow-up task in Clientify due today and posts the summary and suggested action to a Slack channel.

Setup

  1. Install the community node n8n-nodes-clientify and create/connect a Clientify API credential.
  2. Connect Gmail OAuth2 credentials for the Gmail Trigger and ensure the inbox you want to monitor is available.
  3. Add OpenAI credentials (Chat Model set to gpt-4o-mini) and Slack credentials, then set the target Slack channel (for example, #crm-alerts).
  4. Update the ownDomains list in the email extraction step to match your company domains so internal messages are skipped.
  5. Review the Clientify task due date timezone setting (Europe/Madrid) and adjust it to your preferred timezone and due-time.

Requirements

  • Clientify account with the API add-on and an API key
  • Gmail account connected to n8n (OAuth2, read access is enough)
  • OpenAI API key
  • Slack workspace with a bot that can post to the alert channel
  • Self-hosted n8n with community nodes enabled

Customization

  • Edit the categories, urgency rules and the system message of "Classify email" to match your business
  • Change the escalation rule in "Needs attention?" (for example only complaints, or also billing)
  • Add Clientify "Add Contact Tag" with the category to segment contacts by what they write about
  • Create the contact when the sender is unknown, or draft a reply in Gmail using the contact timeline as context