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Intelligent email organization with AI-powered content classification for Gmail

Niranjan GNiranjan G
41196 views
2/3/2026
AIWeb SearchText ExtractionGeminiVision
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This workflow leverages AI to intelligently analyze incoming Gmail messages and automatically apply relevant labels based on the email content.

The default configuration includes the following labels:

  • Newsletter: Subscription updates or promotional content.
  • Inquiry: Emails requesting information or responses.
  • Invoice: Billing and payment-related emails.
  • Proposal: Business offers or collaboration opportunities.
  • Action Required: Emails demanding immediate tasks or actions.
  • Follow-up Reminder: Emails prompting follow-up actions.
  • Task: Emails containing actionable tasks.
  • Personal: Non-work-related emails.
  • Urgent: Time-sensitive or critical communications.
  • Bank: Banking alerts and financial statements.
  • Job Update: Recruitment or job-related communications.
  • Spam/Junk: Unwanted or irrelevant bulk emails.
  • Social/Networking: Notifications from social platforms.
  • Receipt: Purchase confirmations and receipts.
  • Event Invite: Invitations or calendar-related messages.
  • Subscription Renewal: Reminders for subscription expirations.
  • System Notification: Technical alerts from services or systems.

You can customize labels and definitions based on your specific use case.

How it works:

  • The workflow periodically retrieves new Gmail messages.
  • Only emails without existing labels, regardless of read status, are sent to the AI for analysis.
  • Email content (subject and body) is analyzed by an AI model to determine the appropriate label.
  • Labels identified by the AI are applied to each email accordingly.

Note: This workflow performs 100% better than the default Gmail trigger method, which is why the workflow was switched from Gmail trigger to a scheduled workflow. By selectively processing only unlabeled emails, it ensures comprehensive labeling while significantly reducing AI processing costs.

Setup Steps:

  1. Configure credentials for Gmail and your chosen AI service (e.g., OpenAI).
  2. Ensure labels exist in your Gmail account matching the workflow definitions.
  3. Adjust the AI prompt to match your labeling needs.
  4. Optionally customize the polling interval (default: every 2 minutes).

This workflow streamlines your email management, keeping your inbox organized effortlessly while optimizing resource usage.

Intelligent Email Organization with AI-Powered Content Classification for Gmail

This n8n workflow automates the process of classifying and organizing your Gmail emails using AI. It periodically fetches new emails, analyzes their content with an AI agent, and then takes action based on the classification, such as marking emails as read or unread.

What it does

  1. Triggers on a Schedule: The workflow runs at regular intervals to check for new emails.
  2. Fetches Unread Gmail Messages: It retrieves unread emails from your specified Gmail account.
  3. Loops Through Emails: Each fetched email is processed individually.
  4. Classifies Email Content with AI: An AI agent (powered by OpenAI) analyzes the email's subject and body to determine its category or importance.
  5. Processes AI Output: The AI's response is parsed to extract the classification decision.
  6. Compares Classification: It checks if the AI has classified the email as "Read" or "Unread".
  7. Conditionally Marks Emails:
    • If the AI classifies an email as "Read", the workflow marks that email as read in Gmail.
    • If the AI classifies an email as "Unread" (or any other category not explicitly "Read"), the email remains unread in Gmail.
  8. Merges Data: Combines the results of the conditional processing.
  9. No Operation: A placeholder node that does nothing, likely for future expansion or debugging.

Prerequisites/Requirements

  • n8n Instance: A running n8n instance (self-hosted or cloud).
  • Gmail Account: A Gmail account configured as a credential in n8n.
  • OpenAI API Key: An OpenAI API key configured as a credential in n8n for the AI Agent and Chat Model.

Setup/Usage

  1. Import the workflow: Import the provided JSON into your n8n instance.
  2. Configure Credentials:
    • Gmail Node (ID: 356): Set up or select your Gmail OAuth2 credential. Ensure it has permissions to read and modify email labels.
    • OpenAI Chat Model Node (ID: 1153): Set up or select your OpenAI API Key credential.
    • AI Agent Node (ID: 1119): This node will use the OpenAI Chat Model credential.
  3. Activate the workflow: Toggle the workflow to "Active" in your n8n instance.

The workflow will now automatically run on its defined schedule, intelligently classifying your emails and managing their read status in Gmail based on AI analysis.

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