Ai-powered email inbox manager with GPT-4, Gmail, and Slack integration

Muhammad Bello

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2/3/2026

Daily Content HTTP Request API Integration ZenQuotes Quotes

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Email Inbox Manager System

Benefits

Automated Email Triage – Every unread email is instantly read, analyzed, and classified
AI-Powered Categorization – Uses GPT-4 to understand content and apply correct labels
Smart Response Generation – Automatically drafts accurate replies based on category
Slack Notifications – Instantly notifies your team about internal or sales-related messages
Seamless Gmail Integration – Labels, drafts, and marks emails directly in your inbox
Custom Classification Rules – Tailored to internal, support, sales, finance, and promotional needs

How It Works

Gmail Trigger:

Monitors Gmail inbox in real-time for new unread messages
Triggers the workflow every minute with no need for manual refresh

Smart Classification:

Feeds email body to AI-powered Text Classifier
Categories include: Internal, Customer Support, Promotions, Admin/Finance, and Sales Opportunity
Classification based on sender domain, keywords, and context

AI-Based Labeling:

Applies appropriate Gmail label based on classification result
Helps keep inbox clean, organized, and easily searchable

AI Reply Generation:

Specialized GPT-4 agents generate replies tailored to each category:
Internal: Polished team replies
Customer Support: Clear and professional customer responses
Promotions: Summarizes and evaluates promotional value
Admin/Finance: Extracts invoice/payment information
Sales Opportunity: Drafts personalized replies and sales notifications

Auto-Drafting + Slack Alerts:

Replies are saved as Gmail drafts, ready for review or direct send
Sends Slack notifications for Internal or Sales Opportunities
Includes subject lines and quick message previews

Smart Decision-Making:

Promotional emails are evaluated with AI for usefulness
Only valuable offers are flagged or responded to
Automatically marks emails as read after processing

Business Use Cases

Customer Support Teams – Automatically categorize and prep replies to client messages
Sales Reps – Instantly receive drafted responses to new inquiries
Operations Managers – Keep internal comms clear and responsive
Finance Departments – Auto-extract and review payment/invoice messages
Founders – Never miss an important email while your AI sorts and replies for you

Difficulty Level: Intermediate Estimated Build Time: 2–4 hours

Monthly Operating Cost: $20–80 (depending on OpenAI usage and Slack volume)

Required Setup

Gmail Integration
Set up Gmail OAuth2 connection
Create labels: Internal, Customer Support, Promotions, Admin/Finance, Sales Opportunity
OpenAI Integration
Connect GPT-4 or GPT-4o account
Configure role-based prompts for each email category
Output structured response data (subject, body, notification)
Slack Integration
Set up Slack OAuth2 connection
Configure target Slack channel

Notify team when important categories are triggered

System Architecture

The workflow follows a powerful 6-stage automation:

Trigger – Poll Gmail for new unread emails

Classify – AI categorizes the email into the right bucket

Label – Applies Gmail label for search and visibility

Generate Reply – GPT-4 crafts draft email reply

Draft Email – Saves response in Gmail

Notify – Optional Slack message alerts for priority emails

Why This System Works

Inbox Clarity – Keeps your inbox categorized and organized

Human Quality Replies – AI-generated messages sound professional and personalized

Time-Saving Automation – Handles support, sales, internal ops, and finance without touching your inbox

Multi-Agent Architecture – Each email type is handled by a specialized GPT-4 prompt

Real Time Reactions – From email receipt to Slack notification in under a minute

AI-Powered Email Inbox Manager with GPT-4, Gmail, and Slack Integration

This n8n workflow automates the process of managing your email inbox by leveraging AI to classify incoming emails and notify you on Slack for urgent or important messages. It helps you prioritize your inbox, ensuring you don't miss critical communications.

What it does

Monitors Gmail: Continuously checks your specified Gmail inbox for new emails.
Classifies Emails with AI: Uses an OpenAI Chat Model and a Text Classifier to analyze the content of each new email and categorize it (e.g., "Urgent", "Important", "General").
Conditional Routing: Evaluates the AI's classification.
Sends Slack Notifications: If an email is classified as "Urgent" or "Important", it sends a notification to a designated Slack channel, including key details of the email.
Handles Other Emails: Emails not classified as urgent or important are processed (or ignored) through a separate branch, allowing for further customization if needed.

Prerequisites/Requirements

n8n Instance: A running n8n instance.
Gmail Account: A Gmail account configured as a credential in n8n for the "Gmail Trigger" and "Gmail" nodes.
OpenAI API Key: An OpenAI API key configured as a credential in n8n for the "OpenAI Chat Model" and "OpenAI" nodes.
Slack Account: A Slack account configured as a credential in n8n for the "Slack" node.

Setup/Usage

Import the Workflow:
- Download the workflow JSON provided.
- In your n8n instance, click "New" -> "Import from JSON" and paste the workflow JSON.
Configure Credentials:
- Gmail Trigger & Gmail Node: Set up your Google OAuth2 credentials for Gmail.
- OpenAI Chat Model & OpenAI Node: Set up your OpenAI API Key credentials.
- Slack Node: Set up your Slack API credentials.
Customize AI Classification (Optional but Recommended):
- Open the "Text Classifier" node. You will likely need to define the categories you want the AI to use (e.g., "Urgent", "Important", "General", "Spam", "Marketing").
- Adjust the prompt in the "OpenAI Chat Model" node if you want to guide the AI on how to classify emails or extract specific information.
Configure Slack Notifications:
- Open the "Slack" node.
- Specify the Slack channel where you want to receive notifications.
- Customize the message content to include relevant email details (sender, subject, a summary from the AI, etc.).
Activate the Workflow: Once all credentials and configurations are set, activate the workflow. It will start monitoring your Gmail inbox according to its trigger schedule.

This workflow provides a robust foundation for intelligent email management, reducing manual effort and improving responsiveness to critical communications.

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