Automation library · Scheduling

Automate email triage & meeting scheduling with Gmail

Started by an arriving email, and works across Gmail, Google Calendar, Google Sheets and Telegram. It hands the judgement calls to OpenAI. 19 steps, 2 branches, 1 loop or waits: a working afternoon to understand properly.

MediumCalls a model: OpenAI

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19 stepsMedium: a working afternoon
2Branches: places the flow splits
1Loop or waits
4Services it connects to

The flow

Starts it 1Model 2Logic 9Service 7

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

  1. 1Gmail TriggerGmail triggerStarts it
  2. 2Function Node: Parse Email ContentCodeLogic
  3. 3Get row(s) in sheetGoogle SheetsService
  4. 4MergeMergeLogic
  5. 5Merge (Allowed)MergeLogic
  6. 6SwitchSwitchLogic
  7. 7IfIfLogic
  8. 8Create an eventGoogle CalendarService
  9. 9Personalize Auto ReplyCodeLogic
  10. 10WaitWaitLogic
  11. 11Send a text message (meet accepted)TelegramService
  12. 12Message a modelOpen AiModel
  13. 13Personalize AI ReplyCodeLogic
  14. 14Send a text message (New Meeting)TelegramService
  15. 15Send AI Reply (auto_reply)GmailService
  16. 16AI Reminder GeneratorOpen AiModel
  17. 17Send AI Reply (schedule_meeting)GmailService
  18. 18Personalize GreetingCodeLogic
  19. 19Send AI Reminder EmailGmailService

How it's built

Starts on
An arriving email
Steps
19, with 2 branches, 1 loop or waits
Size
Medium: a working afternoon
Connects to
Gmail, Google Calendar, Google Sheets, Telegram
Model
OpenAI

Questions

What does it need to run?

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

What starts it?

It starts on an arriving email.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 19 steps is enough that you should read each one before running it.

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 19 steps before you point it at anything that matters.