# Agentic email triage & inbox manager n8n template with OpenAI: n8n workflow

> Started by another system calling it, and works across Gmail and Pinecone. It puts OpenAI behind a retrieval step, so answers are drawn from documents you...

Source: https://millionrounds.com/workflow/agentic-email-triage-and-inbox-manager-n8n-template-with-ope (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Setup and learning](https://millionrounds.com/workflows?category=Setup+and+learning#library)

# Agentic email triage & inbox manager n8n template with OpenAI

Started by another system calling it, and works across Gmail and Pinecone. It puts OpenAI behind a retrieval step, so answers are drawn from documents you supply rather than from the model alone. 27 steps: large, and worth reading before you trust it with anything live.

Large Calls a model: OpenAI Retrieval

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fagentic-email-triage-and-inbox-manager-n8n-template-with-ope)

**27 steps** Large: read it before trusting it with anything live

**0** Branches: places the flow splits

**0** Loops or waits

**2** Services it connects to

## The flow

Starts it 1 Model 12 Logic 6 Service 8

The steps in the order they run, from what starts it.

- 1 **Recursive Character Text Splitter** Text Splitter Recursive Character Text Splitter *Model*
- 2 **VECTOR_EMBED TRIAGE REPORT DATA** Embeddings Open Ai *Model*
- 3 **POST WEBHOOK - Request From Frontend** Webhook *Starts it*
- 4 **VECTOR_EMBED TRIAGE REPORT DATA1** Embeddings Open Ai *Model*
- 5 **Recursive Character Text Splitter1** Text Splitter Recursive Character Text Splitter *Model*
- 6 **Default Data Loader** Document Default Data Loader *Model*
- 7 **PUSH TO VECTOR DATA LAKE - EMAIL DATA SPACE** Vector Store Pinecone *Model*
- 8 **GET Many - User Gmail Messages - Extended Supplemental Data** Gmail *Service*
- 9 **PUSH TO VECTOR - RAW RESPONSE - EMAIL DATA SPACE** Vector Store Pinecone *Model*
- 10 **LOAD CONTEXT RESPONSE FOR MEMORY - 2** Document Default Data Loader *Model*
- 11 **FUNC - AGGREGATE - TRIAGE** Aggregate *Logic*
- 12 **GET EMAILS - REWIND - 96 HOURS** Gmail *Service*
- 13 **FUNC - AGGREGATE - REWIND** Aggregate *Logic*
- 14 **POST - MICRO_AGENT - INPUT COMPREHENSION ASSISTANT** Open Ai *Model*
- 15 **POST Request to MICRO_AGENT - EMAIL TRIAGE ASSISTANT** Open Ai *Model*
- 16 **POST to EMAIL WRITING ASSISTANT** Open Ai *Model*
- 17 **COMPREHEND + EXTRACT - DETECTED ENTITIES** Aws Comprehend *Service*
- 18 **DISPLAY_CONVERT - Markdown to HTML** Markdown *Logic*
- 19 **AGGREGATE ENTITIES SEMANTIC VALUES** Aggregate *Logic*
- 20 **GET MANY - LATEST EMAILS - from Gmail - FOR DAILY SUMMARY** Gmail *Service*
- 21 **AGGREGATE TO SINGLE - DAILY SUMMARY** Aggregate *Logic*
- 22 **M_AGENT - SUMMARIZE LAST 50 - DAILY SUMMARY** Open Ai *Model*
- 23 **Markdown** Markdown *Logic*
- 24 **GMAIL DRAFT - CREATE REVIEW DRAFT** Gmail *Service*
- 25 **PLATFORM_CRUD - MAKE NEW USER - AI INBOX** Bubble *Service*
- 26 **POST CRUD - Core Response - Bubble** Bubble *Service*
- 27 **CRUD on Feed - LOADING ACTION STOP** Bubble *Service*

## How it's built

- **Starts on:** Another system calling it
- **Steps:** 27
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Gmail, Pinecone
- **Model:** OpenAI
- **Retrieval:** Answers are drawn from documents you supply, not from the model alone

## Questions

What does it need to run?

An n8n account, plus your own Gmail and Pinecone accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on another system calling it.

Does it use AI?

Yes. It calls OpenAI. Its answers draw on documents you give it, not on the model alone. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Take your time. At 27 steps it is large: read it before trusting it with anything live.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 27 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fagentic-email-triage-and-inbox-manager-n8n-template-with-ope)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Gmail](https://millionrounds.com/workflows?service=Gmail#library)[Pinecone](https://millionrounds.com/workflows?service=Pinecone#library)

## Workflows like it

Also setup and learning, with the same services where possible, closest in size first.

- [**Manage your Shopify store with OpenAI and MCP** 26 steps · calls a model · Discord, Gmail](https://millionrounds.com/workflow/manage-your-shopify-store-with-openai-and-mcp)
- [**Build a Pipedrive MCP server with Gemini** 25 steps · calls a model · Gmail, Telegram](https://millionrounds.com/workflow/build-a-pipedrive-mcp-server-with-gemini)
- [**Gmail MCP server – your all‑in‑one AI email toolkit** 22 steps · Gmail](https://millionrounds.com/workflow/gmail-mcp-server-your-all-in-one-ai-email-toolkit)
- [**Expose CRM read/write tools to Claude and ChatGPT with Gmail** 18 steps · Gmail, Google Sheets](https://millionrounds.com/workflow/expose-crm-read-write-tools-to-claude-and-chatgpt-with-gmail)
- [**Freelancer Client Onboarding Automation - n8n Workflow Template** 17 steps · Airtable, Gmail](https://millionrounds.com/workflow/freelancer-client-onboarding-automation-n8n-workflow-templat)
- [**AI Agent to send Emails from Google Sheets (video tutorial)** 9 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/ai-agent-to-send-emails-from-google-sheets-video-tutorial)