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AI Email Organizer for GMail - Advanced Email Management & Sorting

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Last update 11 days ago

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Video Introduction

Screenshot 20250709 112813.png


Transform your messy inbox into a calm, organized command center - in minutes - using this ready-to-use n8n automation!

Tired of your Gmail looking like this?
Messy inbox

With this template, you can have this instead:
Organized inbox with categories


What does this automation do?

  • AI-powered categorization: Every new email is analyzed with OpenRouter AI and sorted into categories you define (like Orders, Support, Invoices, Urgent, etc.).
  • Instant color-coded labels: The workflow creates and applies Gmail labels with custom colors, so you can spot important messages at a glance.
  • Supports Gmail’s Multiple Inboxes: Display different categories in their own sections—see what matters most right away.
  • Flexible and customizable: You control the categories and definitions using a simple Google Sheet.

How it works – Step by Step

See the full setup & demo:
Screenshot 20250709 112813.png

  1. Copy the Template

    • Open the n8n workflow template and click Use for free.
    • Log in (or sign up) for n8n Cloud for the quickest start.

    n8n workflow screen

  2. Customize Your Categories in Google Sheets

    • Use the provided Google Sheets template linked in the workflow notes.
    • Go to File → Make a copy to your own Drive.
    • Edit the categories and their definitions for your business.

    Example:
    Google Sheet categories

    • Add categories like “Existing Order Questions,” define each one to guide the AI, and copy your Google Sheet’s URL into the workflow config node.

    Paste sheet URL into n8n

  3. Connect AI with OpenRouter

    • Go to OpenRouter.ai, log in, and generate a new API key.
    • Paste your API key into the workflow where prompted.

    OpenRouter API key screen

  4. Test and Activate the Workflow

    • Connect your Gmail account to n8n.
    • Hit “Test Workflow”—watch as the AI processes your latest emails and applies labels automatically.

    Testing the n8n workflow

    • Labels will appear instantly in Gmail, and any missing ones are created by the automation.

    Inbox with labels

  5. Schedule Automatic Runs

    • Switch workflow status to Active in n8n.
    • Set the scheduler trigger—most people use hourly, but you can use crontab.guru for custom times (like only business hours).

Tips for Best Results

  • Color Code Your Labels:
    In Gmail, you can assign colors to labels—set high-priority categories (like “Customer Complaints”) to a bright color to stand out.

    Changing Gmail label colors

  • Upgrade Your Gmail View:
    Enable Multiple Inboxes in Gmail’s settings and set up sections for your key categories. Example search queries:

    • in:inbox label:customer-complaints OR label:urgent-emails
    • in:inbox label:existing-order-questions
    • in:inbox label:support-requests

    Multiple Inboxes Settings

    Gmail inbox with multiple sections


Why Use This?

  • Get rid of inbox chaos for good - no more lost emails or missed deadlines
  • Fully customize the system to your business with just a Google Sheet
  • Works with zero coding - set up in 10-15 minutes
  • Flexible: add auto-replies, draft suggestions, and more as you grow

Want to automate your inbox or need a custom workflow? 📞 Book a Call | 💬 DM me on Linkedin