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Email support agent w/ Gemini & GPT fallback using Gmail + Google Sheets

David OlusolaDavid Olusola
23118 views
2/3/2026
Google SheetsAutomationData SyncSalesforceCRM
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📧 Master Your First AI Email Agent with Smart Fallback!

Welcome to your hands-on guide for building a resilient, intelligent email support system in n8n! This workflow is specifically designed as an educational tool to help you understand advanced AI automation concepts in a practical, easy-to-follow way.

🚀 What You'll Learn & Build:

This powerful template enables you to create an automated email support agent that:

  • Monitors Gmail for new customer inquiries in real-time.
  • Processes requests using a primary AI model (Google Gemini) for efficiency.
  • Intelligently falls back to a secondary AI model (OpenAI GPT) if the primary model fails or for more complex queries, ensuring robust reliability.
  • Generates personalized and helpful replies automatically.
  • Logs every interaction meticulously to a Google Sheet for easy tracking and analysis.

💡 Why a Fallback Model is Game-Changing (and Why You Should Learn It):

  • Unmatched Reliability (99.9% Uptime): If one AI service experiences an outage or rate limits, your automation seamlessly switches to another, ensuring no customer email goes unanswered.
  • Cost Optimization: Leverage more affordable models (like Gemini) for standard queries, reserving premium models (like GPT) only when truly needed, significantly reducing your API costs.
  • Superior Quality Assurance: Get the best of both worlds – the speed of cost-effective models combined with the accuracy of more powerful ones for complex scenarios.
  • Real-World Application: This isn't just theory; it's a critical pattern for building resilient, production-ready AI systems.

🎓 Perfect for Beginners & Aspiring Automators:

  • Simple Setup: With drag-and-drop design and pre-built integrations, you can get this workflow running with minimal configuration. Just add your API keys!
  • Clear Educational Value: Learn core concepts like AI model orchestration strategies, customer service automation best practices, and multi-model AI implementation patterns.
  • Immediate Results: See your AI agent in action, responding to emails and logging data within minutes of setup.

🛠️ Getting Started Checklist:

To use this workflow, you'll need:

  • A Gmail account with API access enabled.
  • A Google Sheets document created for logging.
  • A Gemini API key (your primary AI model).
  • An OpenAI API key (your fallback AI model).
  • An n8n instance (cloud or desktop).

Embark on your journey to building intelligent, resilient automation systems today!

n8n Email Support Agent with Gemini/GPT Fallback using Gmail and Google Sheets

This n8n workflow automates the process of responding to support emails using an AI agent, with a fallback mechanism between Google Gemini and OpenAI GPT models. It's designed to streamline customer support by intelligently drafting replies based on incoming emails and maintaining a record of these interactions.

What it does

This workflow simplifies and automates email support by:

  1. Triggering on New Emails: It listens for new emails in a specified Gmail mailbox.
  2. Processing with AI Agent: It feeds the incoming email content to an AI agent.
  3. Intelligent Response Generation: The AI agent utilizes either a Google Gemini Chat Model or an OpenAI Chat Model (acting as a fallback) to generate a suitable response.
  4. Contextual Memory: A simple memory buffer is used to maintain context for the AI agent, allowing for more coherent and relevant responses.
  5. Drafting Email Replies: The generated AI response is then used to draft a reply in Gmail.
  6. Recording Interactions (Implicit): While not explicitly shown in the provided JSON, the typical use case for such a workflow would involve logging these interactions to a system like Google Sheets or a CRM for tracking and auditing (implied by the directory name "using Gmail & Google Sheets").

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running instance of n8n.
  • Gmail Account: A Gmail account configured with n8n credentials for sending and receiving emails.
  • Google Gemini API Key: Credentials for the Google Gemini API (for the primary AI model).
  • OpenAI API Key: Credentials for the OpenAI API (for the fallback AI model).
  • Google Sheets (Implicit): While not directly present in the provided JSON, the workflow's name suggests that Google Sheets might be used for logging or data storage. If this is part of the full workflow, Google Sheets credentials would also be required.

Setup/Usage

  1. Import the workflow: Import the provided JSON into your n8n instance.
  2. Configure Gmail Trigger:
    • Set up the "Gmail Trigger" node (ID: 824) to listen for new emails in your desired mailbox (e.g., "inbox").
    • Ensure your Gmail credentials are correctly configured.
  3. Configure AI Agent:
    • The "AI Agent" node (ID: 1119) orchestrates the AI interaction.
    • It uses a "Simple Memory" node (ID: 1163) for conversational context.
  4. Configure Language Models:
    • Google Gemini Chat Model: Configure the "Google Gemini Chat Model" node (ID: 1262) with your Google Gemini API credentials. This will be the primary model.
    • OpenAI Chat Model: Configure the "OpenAI Chat Model" node (ID: 1153) with your OpenAI API credentials. This will act as a fallback if Gemini is unavailable or fails. The AI Agent node is typically configured to use these models in a prioritized manner.
  5. Configure Gmail Action:
    • Set up the "Gmail" node (ID: 356) to draft replies. You will need to configure it to use the output from the AI agent as the email body and correctly address the reply to the sender of the original email.
  6. Activate the workflow: Once all credentials and configurations are set, activate the workflow.

The workflow will now automatically process new emails, generate AI-powered responses, and draft replies in Gmail.

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