AI email organizer for GMail - advanced email management & sorting
Video Introduction
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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?
With this template, you can have this instead:
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:
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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.
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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:
- 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.
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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.
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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.
- Labels will appear instantly in Gmail, and any missing ones are created by the automation.
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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
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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.
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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-emailsin:inbox label:existing-order-questionsin:inbox label:support-requests
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
n8n AI Email Organizer for Gmail - Advanced Email Management & Sorting
This n8n workflow provides an advanced solution for managing and sorting your Gmail emails using AI. It periodically checks your Gmail inbox, processes new emails, and organizes them based on AI-driven analysis.
What it does
This workflow automates the following steps:
- Triggers on Schedule: The workflow runs on a predefined schedule (e.g., every few minutes) to check for new emails.
- Fetches Emails from Gmail: It connects to your Gmail account and retrieves a batch of unread emails.
- Loops Through Emails: Each retrieved email is processed individually in a loop.
- Extracts Email Content: For each email, it extracts relevant fields such as sender, subject, and body.
- Analyzes Email with AI: An AI Agent (powered by LangChain and OpenRouter) analyzes the email content to understand its purpose, sentiment, or category.
- Filters Emails: Based on the AI analysis or other criteria, emails can be filtered.
- Records to Google Sheets: Processed email data (potentially including AI-generated insights) is appended to a Google Sheet for tracking and further analysis.
- Marks Email as Read (Optional/Implicit): After processing, the workflow can be extended to mark emails as read or apply labels in Gmail.
Prerequisites/Requirements
To use this workflow, you will need:
- n8n Instance: A running n8n instance.
- Gmail Account: Access to a Gmail account with appropriate credentials configured in n8n.
- Google Sheets Account: Access to a Google Sheets account with appropriate credentials configured in n8n.
- OpenRouter API Key: An API key for OpenRouter to power the AI Chat Model.
- OpenAI API Key (or compatible): The AI Agent node may require an OpenAI API key or a compatible language model API key if not using OpenRouter exclusively.
Setup/Usage
- Import the Workflow: Download the provided JSON and import it into your n8n instance.
- Configure Credentials:
- Set up your Gmail OAuth2 credentials in n8n.
- Set up your Google Sheets OAuth2 credentials in n8n.
- Configure your OpenRouter API Key credentials in n8n.
- Customize Nodes:
- Schedule Trigger: Adjust the schedule to your preferred frequency for checking emails.
- Gmail: Configure the Gmail node to specify which emails to fetch (e.g., unread, specific labels).
- Edit Fields: Modify this node to select and rename the email fields you want to send to the AI and Google Sheets.
- AI Agent / OpenRouter Chat Model:
- Select your OpenRouter credential.
- Adjust the AI prompt within the AI Agent node to define how you want the AI to analyze and categorize your emails (e.g., "Summarize this email and suggest a category: 'Work', 'Personal', 'Spam', 'Newsletter'").
- Filter: Customize the filter logic based on the AI's output (e.g., "If AI category is 'Spam', then...").
- Google Sheets: Specify the Google Sheet ID and sheet name where you want to record the email data. Ensure the column headers in your sheet match the data being sent from the workflow.
- Activate the Workflow: Once configured, activate the workflow to start automating your email organization.
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