# Self improving email receptionist (FAQ based) with OpenAI: n8n workflow

> Started by a clock, and works across Airtable and Gmail. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/self-improving-email-receptionist-faq-based-with-openai (Millionrounds; every figure on the page links to its filing or article)

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

# Self improving email receptionist (FAQ based) with OpenAI

Started by a clock, and works across Airtable and Gmail. It hands the judgement calls to OpenAI. 18 steps, 1 branch, 1 loop or waits: a working afternoon to understand properly.

Medium Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fself-improving-email-receptionist-faq-based-with-openai)

**18 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**1** Loop or waits

**2** Services it connects to

## The flow

Starts it 1 Model 3 Logic 8 Service 6

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

- 1 **Schedule Trigger** Schedule trigger *Starts it*
- 2 **Needs a Response?** Airtable *Service*
- 3 **Loop Over Items** Split In Batches *Logic*
- 4 **If** If *Logic*
- 5 **FAQ Search** Airtable *Service*
- 6 **Edit Fields1** Set *Logic*
- 7 **Edit Fields3** Set *Logic*
- 8 **Edit Fields** Set *Logic*
- 9 **Message a model1** Open Ai *Model*
- 10 **Company Information** Airtable *Service*
- 11 **Message a model** Open Ai *Model*
- 12 **Edit Fields2** Set *Logic*
- 13 **Edit Fields4** Set *Logic*
- 14 **Send a message** Gmail *Service*
- 15 **Message a model2** Open Ai *Model*
- 16 **Create or update a record** Airtable *Service*
- 17 **Edit Fields5** Set *Logic*
- 18 **Create a draft** Gmail *Service*

## How it's built

- **Starts on:** A clock
- **Steps:** 18, with 1 branch, 1 loop or waits
- **Size:** Medium: a working afternoon
- **Connects to:** Airtable, Gmail
- **Model:** OpenAI

## Questions

What does it need to run?

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

What starts it?

It starts on a clock.

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. 18 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 18 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%2Fself-improving-email-receptionist-faq-based-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.

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

## Workflows like it

Also customer support, with the same services where possible, closest in size first.

- [**Daily Jira ticket summarizer with OpenAI and Jira API** 18 steps · calls a model · Gmail, Jira](https://millionrounds.com/workflow/daily-jira-ticket-summarizer-with-openai-and-jira-api)
- [**Personalized AI assistant with Claude and OpenAI** 18 steps · calls a model · Airtable, Gmail](https://millionrounds.com/workflow/personalized-ai-assistant-with-claude-and-openai)
- [**Run a multilingual WhatsApp support assistant with OpenAI** 18 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/run-a-multilingual-whatsapp-support-assistant-with-openai)
- [**Smart Customer Support System with OpenAI and Gmail** 18 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/smart-customer-support-system-with-openai-and-gmail)
- [**Send Patient Appointment Reminders with Email and SMS** 18 steps · Airtable, Email](https://millionrounds.com/workflow/send-patient-appointment-reminders-with-email-and-sms)
- [**Draft customer support email replies with Gmail** 17 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/draft-customer-support-email-replies-with-gmail)