# Design and apply Gmail label systems with OpenAI: n8n workflow

> Started by someone submitting a form, and works across Gmail. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/design-and-apply-gmail-label-systems-with-openai (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [AI assistants](https://millionrounds.com/workflows?category=AI+assistants#library)

# Design and apply Gmail label systems with OpenAI

Started by someone submitting a form, and works across Gmail. It hands the judgement calls to OpenAI. 21 steps, 1 branch: large, and worth reading before you trust it with anything live.

Large Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fdesign-and-apply-gmail-label-systems-with-openai)

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

**1** Branch: places the flow splits

**0** Loops or waits

**1** Service it connects to

## The flow

Starts it 1 Model 2 Logic 9 Service 9

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

- 1 **When Setup Initiated** Form trigger *Starts it*
- 2 **Fetch Gmail Inbox Sample** Gmail *Service*
- 3 **Normalize Emails Data** Code *Logic*
- 4 **Compile Emails Overview** Code *Logic*
- 5 **AI Suggest Labels** Open Ai *Model*
- 6 **Prepare Labels Proposal** Code *Logic*
- 7 **Seek Label Approval** Form *Service*
- 8 **Check Label Approval** If *Logic*
- 9 **Format Approved Labels** Code *Logic*
- 10 **Display Rejection Message** Form *Service*
- 11 **Generate Approved Labels in Gmail** Gmail *Service*
- 12 **Map Label Names to IDs** Code *Logic*
- 13 **Create AI Reviewed Gmail Label** Gmail *Service*
- 14 **Fetch Emails for Classification** Gmail *Service*
- 15 **Normalize Classification Emails** Code *Logic*
- 16 **AI Classify Emails** Open Ai *Model*
- 17 **Validate Email Classification** Code *Logic*
- 18 **Tag Email with Approved Label** Gmail *Service*
- 19 **Tag Email as AI Reviewed** Gmail *Service*
- 20 **Summarize Completion Status** Code *Logic*
- 21 **Display Success Message** Form *Service*

## How it's built

- **Starts on:** Someone submitting a form
- **Steps:** 21, with 1 branch
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Gmail
- **Model:** OpenAI

## Questions

What does it need to run?

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

What starts it?

It starts on someone submitting a form.

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?

Take your time. At 21 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 21 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%2Fdesign-and-apply-gmail-label-systems-with-openai)
- **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)

## Workflows like it

Also ai assistants, with the same services where possible, closest in size first.

- [**Agile project generator with ClickUp and OpenAI** 21 steps · calls a model · ClickUp, Gmail](https://millionrounds.com/workflow/agile-project-generator-with-clickup-and-openai)
- [**Parse Gmail inbox and transform into Todoist tasks with OpenAI** 21 steps · calls a model · Email, Gmail](https://millionrounds.com/workflow/parse-gmail-inbox-and-transform-into-todoist-tasks-with-open)
- [**Retrieve and answer Gmail email queries with Llama and Qdrant** 21 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/retrieve-and-answer-gmail-email-queries-with-llama-and-qdran)
- [**Route IAM events with OpenAI and Slack** 21 steps · calls a model · Gmail, n8n data table](https://millionrounds.com/workflow/route-iam-events-with-openai-and-slack)
- [**Turn HR news into policy update tasks and a weekly Gmail digest** 21 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/turn-hr-news-into-policy-update-tasks-and-a-weekly-gmail-dig)
- [**Automated project kickoff with Dropbox MCP and OpenAI** 22 steps · calls a model · Gmail](https://millionrounds.com/workflow/automated-project-kickoff-with-dropbox-mcp-and-openai)