# Smart email triage with Gmail and OpenAI: n8n workflow template

> Started by an arriving email, and works across Gmail, Google Sheets and Slack. It puts Azure OpenAI behind a retrieval step, so answers are drawn from...

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

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

# Smart email triage with Gmail and OpenAI

Started by an arriving email, and works across Gmail, Google Sheets and Slack. It puts Azure OpenAI behind a retrieval step, so answers are drawn from documents you supply rather than from the model alone. 17 steps, 3 branches: a working afternoon to understand properly.

Medium Calls a model: Azure OpenAI Retrieval

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fsmart-email-triage-with-gmail-and-openai)

**17 steps** Medium: a working afternoon

**3** Branches: places the flow splits

**0** Loops or waits

**3** Services it connects to

## The flow

Starts it 1 Model 4 Logic 8 Service 4

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

- 1 **Gmail Trigger** Gmail trigger *Starts it*
- 2 **Structured Output Parser** Output Parser Structured *Model*
- 3 **Azure OpenAI Chat Model1** Lm Chat Azure Open Ai *Model*
- 4 **Simple Memory1** Memory Buffer Window *Model*
- 5 **Extract Email Data** Code *Logic*
- 6 **AI Agent** Agent *Model*
- 7 **Check Attachments** If *Logic*
- 8 **Parse AI Response** Code *Logic*
- 9 **Process Attachments** Code *Logic*
- 10 **Skip Attachments** Code *Logic*
- 11 **Route Urgent** If *Logic*
- 12 **Slack Urgent** Slack *Service*
- 13 **Route Attachments** If *Logic*
- 14 **Code** Code *Logic*
- 15 **Slack Attachments** Slack *Service*
- 16 **Slack General** Slack *Service*
- 17 **Log to Google Sheets** Google Sheets *Service*

## How it's built

- **Starts on:** An arriving email
- **Steps:** 17, with 3 branches
- **Size:** Medium: a working afternoon
- **Connects to:** Gmail, Google Sheets, Slack
- **Model:** Azure 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, Google Sheets and Slack accounts, and a key for Azure 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 Azure 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?

Plan an afternoon. 17 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 17 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%2Fsmart-email-triage-with-gmail-and-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)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)[Slack](https://millionrounds.com/workflows?service=Slack#library)

## Workflows like it

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

- [**AI email multi-agent response system with OpenAI and Gmail** 17 steps · calls a model · Gmail, Slack](https://millionrounds.com/workflow/ai-email-multi-agent-response-system-with-openai-and-gmail)
- [**AI-powered prompt enhancement assistant with Google Sheets** 17 steps · calls a model · Google Sheets, Telegram](https://millionrounds.com/workflow/ai-powered-prompt-enhancement-assistant-with-google-sheets)
- [**Analyze URL phishing risk with VirusTotal and Safe Browsing** 17 steps · calls a model · Google Sheets, Slack](https://millionrounds.com/workflow/analyze-url-phishing-risk-with-virustotal-and-safe-browsing)
- [**Analyze logs and correlate incidents with OpenAI and Slack** 17 steps · calls a model · Slack, in-memory vectors](https://millionrounds.com/workflow/analyze-logs-and-correlate-incidents-with-openai-and-slack)
- [**Approve employee shift swaps with OpenAI and Google Sheets** 17 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/approve-employee-shift-swaps-with-openai-and-google-sheets)
- [**Audit vendor security risk with OpenAI and Google Sheets** 17 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/audit-vendor-security-risk-with-openai-and-google-sheets)