AI-Powered Gmail Categorization Agent
This workflow automates email categorization in Gmail using the Gmail API and OpenAI's language model. It periodically checks for new emails, reads their content, and categorizes them based on existing Gmail labels. If no matching label is found, the workflow creates a new label and assigns it to the email, ensuring a dynamic and self-organizing inbox system.
Workflow Architecture
Visual representation of the n8n automation flow
The Challenge
Professionals and teams are overwhelmed by high volumes of unorganized email, leading to missed opportunities, lost productivity, and manual sorting fatigue.
The Solution
A smart n8n workflow that acts as a 24/7 inbox assistant. It intelligently reads, analyzes, and tags every incoming email using GPT-4-level understanding, creating new categories on the fly if needed.
Key Features
Smart Polling
Triggers every 5 minutes to check for new emails, ensuring near real-time organization.
Dynamic Labeling
If no suitable label exists, the AI creates one dynamically based on context.
OpenAI Analysis
Uses LLMs to deeply understand email intent (e.g., Invoice, Lead, Spam) beyond simple keywords.
Intelligent Filtering
Automatically removes non-essential emails like ads and creates a focused workspace.
Technical Deep Dive
Gmail Trigger
Polls inbox for new messages.
OpenAI Chat Model
The 'brain' that analyzes content.
Gmail - Read/Create Labels
Manages the label taxonomy.
Gmail - Add Label
Applies the final classification.
Prerequisites
- Gmail API Credentials (OAuth2) configured in n8n
- OpenAI API Key for the LLM node
- A structured or semi-structured Gmail label system (optional)
How It Works
- 1
Add your Gmail API credentials to the Gmail nodes.
- 2
Add your OpenAI API credentials to the OpenAI Chat Model node.
- 3
Activate the workflow to start polling every 5 minutes.
- 4
Monitor initial runs and refine the system prompt if categorization needs tweaking.
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