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Automated Email Triage with Gmail, GPT-4o, and Slack Urgency Notifications

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Created by: Siddhant || siddhant

Siddhant

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Last update 6 days ago

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Hourly Email Summary:
This agent scans your inbox every 4 hour and summarizes new emails into a clean, actionable Slack message. Powered by GPT-4, it classifies emails by Urgency (High, Medium, Low) and Intent (Awaiting Reply, To Respond, Comment, Notification, Marketing). No more inbox FOMO — just what you need to act fast.

Main Use Cases:
• Stay on top of important threads without refreshing your inbox constantly
• Prioritize tasks and replies based on urgency and context
• Catch missed follow-ups by surfacing emails that need a response
• Filter out noise like marketing emails or low-priority notifications
• Enable async decision-making by keeping the team updated on critical emails via Slack
• Reduce cognitive load by letting AI handle sorting and triaging
⸻

✅ Steps to Use

  1. Connect Your Accounts: Add your Gmail, Slack, Google Sheets, and OpenAI credentials inside n8n.
  2. Create Gmail Labels (Required): Go to your Gmail settings and create labels matching the following format:
    AI Agent/To Respond, AI Agent/Awaiting Reply, AI Agent/Notification, AI Agent/Marketing, etc.
    These are used by the workflow to auto-tag emails based on intent.
  3. Create a Google Sheet with 2 Tabs
    • Name the sheet something like “N8N - Emails”.
    • Add two sheets/tabs inside:
    • Sheet1 → stores all processed emails
    • Sheet2 → stores only the latest batch for digest view
    • In both sheets, add these columns (first row): From | Summary | Intent | Category | TimeStamp | Urgency
  4. Import the Workflow: Upload or paste the .json file into your n8n instance. Make sure each node is linked to your active credentials.
  5. Configure Slack Channel: In the Slack node, select the channel where you want urgent alerts and digest summaries to be posted.
  6. Adjust Schedule (Optional): Default: runs every hour. You can tweak this to suit your preference (e.g., every 30 min or 2 hours).
  7. Run a Test: Execute manually once to check:
    • Emails are getting processed
    • Labels are added correctly in Gmail
    • Slack notifications are triggered
    • Data is logged in Google Sheets
  8. Turn It On
    • Once everything looks good, activate the workflow.
    • Your inbox will now be triaged in real-time — sorted, labeled, summarized.

Step-by-Step Breakdown:

  1. ⏰ Schedule Trigger: Runs every hour to kick off the workflow automatically.
  2. 📩 Fetch Emails & Labels
    • Pulls all Gmail messages received in the last 4 hours.
    • Also fetches Gmail labels to use for tagging messages based on intent.
  3. 🤖 Analyze with GPT-4
    • Each email is analyzed using GPT-4.
    • Output includes:
    • Summary
    • Urgency: High, Medium, Low
    • Intent: To Respond, Awaiting Reply, Marketing, Notification, etc.
    • Category: Customer, Investor, Spam, etc.
  4. Classify and Label
    • Emails are tagged with the right intent label inside Gmail.
    5.🚨 Slack Alerts for High Urgency
    • If an email is marked High Urgency, it sends an alert to a designated Slack channel with all key details.
  5. 📊 Google Sheets Logging
    • All emails are logged to two Google Sheets:
    • Sheet1: All messages, for long-term record.
    • Sheet2: Temporary sheet to collect latest batch for digest.
  6. ⏳ Wait + Digest Preparation
    • After logging, the workflow waits 30 seconds.
    • It then fetches recent entries from Sheet2, filters out older messages, and groups them by Medium and Low urgency.
  7. 📬 Slack Digest Summary
    • A clean digest is posted on Slack showing only the Medium and Low urgency messages from the past hour — helping you catch up without inbox overload.

Uses a System Prompt to define its role as an AI Chief of Staff.

Uses a User Prompt that instructs GPT-4 to analyze each email and return a structured JSON with the following:
• summary – One-line summary of the email
• urgency – High / Medium / Low
• category – Investor, Customer, Support, Spam, Other
• Intent – One of:
• To Respond: Needs your reply
• Awaiting Reply: You’re waiting for a response
• Notification: Auto-updates from tools or services
• Meeting Update: Calendar or schedule changes
• Marketing: Promotional or cold emails
• FYI: Informational emails that don’t need action

The output is clean JSON with built-in guardrails to avoid hallucinations or irrelevant content. Only real message data is used for summaries and classification.

Sections with no relevant data are omitted to keep it concise.

🧩 What’s Next

This agent already cuts through inbox noise and gives you clarity — but there’s more you can build on top:

💡 Suggestions to Improve:
• Train on your past threads to make prioritization even smarter
• Allow custom rules per sender or domain (e.g. always mark investor emails as High)
• Add emoji tags or reactions in Slack to quickly mark emails as done or follow-up
• Support voice summary via Slack audio snippet or Loom integration

🚀 Next Features You Could Add:
• Reply-from-Slack: One-click smart reply suggestions that can be sent right from Slack
• Cross-inbox support: Add Outlook or multiple Gmail accounts
• Weekend Digest: A weekly email or Slack drop with trends (top senders, most flagged categories)
• Daily Timeline View: Generate a Notion page that logs the day’s most critical communication