In today’s fast-paced digital world, managing your inbox efficiently can be a game-changer for productivity. This guide will walk you through creating an inbox management agent using no-code tools, allowing you to automate email sorting, responding, and notification processes. By the end of this article, you’ll understand how to set up a system that can handle various types of emails, from high-priority messages to customer support inquiries, all without writing a single line of code.

Table of Contents

1. Introduction to the Inbox Management Agent
2. Setting Up the Workflow
3. Handling High-Priority Emails
4. Managing Customer Support Emails
5. Dealing with Promotional Emails
6. Processing Finance/Billing Emails
7. Customizing the “From” Field in Notifications
8. Conclusion and Next Steps

1. Introduction to the Inbox Management Agent

The inbox management agent is a powerful tool that can be built in 25-30 minutes using no-code solutions. This agent automatically classifies incoming emails into four categories:

1. High Priority
2. Customer Support
3. Promotional
4. Finance/Billing

Based on the classification, the agent performs specific actions, such as creating email drafts, sending automatic responses, or notifying you via Telegram. This system can significantly reduce the time you spend managing your inbox, allowing you to focus on more important tasks.

2. Setting Up the Workflow

The workflow consists of two main sections:

1. Email classification
2. Action execution based on classification

To set up the workflow:

1. Create a new workflow in your no-code platform (e.g., N8N).
2. Add a Gmail trigger node to listen for incoming emails.
   • Setting Up the Gmail Trigger
     • – Add a Gmail trigger node to your workflow.
     • – Select “On Message Received” as the trigger event.
     • – Set up Gmail credentials:
       • – Create a Google Cloud account and project.
       • – Enable the Gmail API.
       • – Set up the OAuth consent screen.
       • – Create credentials (OAuth client ID) for a web application.
       • – Add the authorized redirect URI from N8N to your Google Cloud credentials.
       • – Copy the client ID and secret to N8N.
     • – Authenticate your Gmail account with N8N.
     • – In the node settings, turn off the “Simplify” option to receive raw data.
     • – Add a Filter by selecting ‘Label Names or IDs’ and selecting ‘INBOX’ from the drop-down list box.
3. Set up a text classifier node to categorize emails based on their content.
   • Configuring the AI Classification Node
     • – Add a text classifier node.
     • – Set the input text to the email body from the Gmail trigger.
     • – Create categories for email classification:
       • High Priority
       • Customer Support
       • Promotion
       • Finance/Billing
     • – For each category, provide a detailed description and relevant keywords. (AI Prompt to generate the Detailed descriptions for each category: You are an Inbox Management Expert. I have these categories: High Priority, Customer Support, Promotional, and Finance/Billing. Can you make descriptions including keywords for each category that basically tell an agent how to accurately correlate an email with each label?
     • – Add a system prompt template to guide the classification process.
     • – Set up OpenAI credentials and select the GPT-4 model.
4. Create separate branches for each email category (High Priority, Customer Support, Promotional, Finance/Billing).
5. Configure actions for each branch using nodes like OpenAI, Gmail, and Telegram.

3. Handling High-Priority Emails

For high-priority emails, the workflow:

1. Labels the email as “High Priority” in Gmail.
2. Uses OpenAI or AI Agents to create a draft response.
   • Sample Prompt for the AI Agent:
     • System Message:
       • You are an Executive Assistant. Your job is to respond to incoming high-priority inquiries as accurately as possible.
     • Prompt:
       • Here is the email you are responding to: {{ $('Gmail Trigger').item.json.text }}
       • Please output the following parameters:
       • Subject
       • Message
3. Saves the draft in Gmail without sending it.
4. Sends a Telegram notification about the high-priority email.

To set this up:

1. Add a Gmail node to label the email in the High Priority branch.
2. Add an OpenAI node to generate a draft response.
3. Use another Gmail node to create a draft with the generated response.
4. Add a Telegram node to send a notification.

4. Managing Customer Support Emails

For customer support inquiries, the workflow:

1. Uses OpenAI or AI Agent to generate an appropriate response.
   • System Prompt:
   • You are a customer service representative. Your job is to respond to incoming customer support inquiries as accurately as you can, and if it is an inquiry you cannot handle, please refer the user to the following email: contact@rchoudhury.com
   • User Prompt:
   • Here is the email your are responding to: {{ $('Gmail Trigger').item.json.text }}
   • Please sign off the email as "John", don't put something like [Your Name]
2. Automatically sends the response to the customer.
3. Notifies you via Telegram about the handled inquiry.
   • Expression:
   • We have just responded to a customer support inquiry from {{ $(‘Gmail Trigger’).item.json.from.value[0].name }} <{{ $(‘Gmail Trigger’).item.json.from.value[0].address}}>
   • We have sent a reply email with the subject: {{ $(‘Gmail Trigger’).item.json.subject }}

To implement this:

1. In the Customer Support branch, add an OpenAI node to generate a response.
2. Use a Gmail node to send the generated response.
3. Add a Telegram node to notify you about the handled inquiry.

5. Dealing with Promotional Emails

For promotional emails, the workflow:

1. Uses OpenAI to summarize the email and provide a recommendation.
2. Sends you a Telegram notification with the summary and recommendation.

To set this up:

1. In the Promotional branch, add an OpenAI or AI Agent node to summarize the email and generate a recommendation.
   • System Prompt:
     • You are in charge of promotions. Please evaluate the incoming promotional email and give us a quick summary and a recommendation.
   • User Prompt:
     • Here is the incoming message: {{ $('Gmail Trigger').item.json.text }}
     • Please output the following parameters separately:
     • Summary
     • Recommendation
2. Use a Telegram node to send you the summary and recommendation.

6. Processing Finance/Billing Emails

For finance or billing-related emails, the workflow:

1. Uses OpenAI to summarize the email.
2. Forwards the summary to your finance department.
3. Notifies you via Telegram about the forwarded email.

To implement this:

1. In the Finance/Billing branch, add an OpenAI or AI Agent node to summarize the email.
   • System Prompt:
     • You are a finance/billing assistant. Your job is to summarize incoming emails relating to finance and billing and concisely summarize them.
   • User Prompt:
     • Here is the incoming email: {{ $('Gmail Trigger').item.json.text }}
     • Please output the following parameters :
     • Subject
     • Message
2. Use a Gmail node to send the summary to your finance department.
3. Add a Telegram node to notify you about the forwarded email.

7. Customizing the “From” Field in Notifications

To make notifications more accurate, you can extract the sender’s name from the email signature:

1. Modify the OpenAI prompt to include a “from” parameter.
2. Update the Telegram notification to use the extracted name.

This ensures that notifications display the actual sender’s name rather than just the email address.

8. Conclusion and Next Steps

By following this guide, you’ve created a powerful inbox management agent without writing any code. This system can save you significant time and help you stay on top of your email communications.

To further improve your workflow:

1. Regularly review and refine your email classification rules.
2. Consider adding more branches for other types of emails specific to your needs.
3. Integrate with other tools or platforms you use frequently.
4. Continuously test and optimize your workflow for better performance.

Remember to activate your workflow once you’re satisfied with its setup. This will ensure that it actively monitors your inbox and processes emails as they arrive.

By leveraging no-code tools and AI, you’ve taken a significant step towards a more efficient and organized digital life. Keep exploring and customizing your workflow to make it even more powerful and tailored to your specific needs.

Contact Us, for any type of support in building your AI Automation needs.