{"workflow":{"id":12955,"name":"Email AI Agent (with step by step video)","views":114,"recentViews":0,"totalViews":114,"createdAt":"2026-01-23T17:16:35.371Z","description":"## Video Introduction\n[![Video Walkthrough](https://vasarmilan-public.s3.us-east-1.amazonaws.com/blog_thumbnails/thumbnail_rec5lxlsWWeV1B327.jpg)](https://www.youtube.com/watch?v=UEcE0cXlQ5g)\n\n#### Want to automate your inbox or need a custom workflow? [📞 Book a Call](https://smoothwork.ai/book-a-call/) | [💬 DM me on Linkedin](https://www.linkedin.com/in/mil%C3%A1n-v%C3%A1s%C3%A1rhelyi-3a9985123/)\n\n---\n\n## What This Workflow Does\n\nThis AI-powered email assistant automatically processes incoming Gmail messages, categorizes them, adds appropriate labels, and drafts intelligent responses based on your company's knowledge base. When a new email arrives, the AI agent analyzes the content, determines the category (such as \"existing_order\" or \"quote_request\"), applies the correct Gmail label for organization, and drafts a contextually appropriate response. You receive a Telegram notification with a direct link to review and send the draft with one click.\n\n## Key Features\n\n- **Automatic Email Categorization**: The AI analyzes incoming emails and assigns them to predefined categories\n- **Smart Response Drafting**: Generates detailed, personalized responses using your company's knowledge base\n- **Gmail Label Management**: Automatically applies appropriate labels to keep your inbox organized\n- **Instant Notifications**: Get Telegram alerts with direct links to review drafts\n- **Knowledge Base Integration**: Uses n8n Data Tables to store company information, pricing, policies, and common responses\n\n## Common Use Cases\n\n- Customer support teams handling quotation requests\n- Sales teams managing order inquiries\n- Small businesses automating routine email responses\n- Anyone wanting to save hours on email management each week\n\n## Setup and Configuration\n\n**Required Accounts:**\n- Gmail account with OAuth2 connection\n- OpenAI API account for the chat model\n- Telegram bot for notifications\n\n**Initial Setup:**\n1. Connect your Gmail account to both the Gmail Trigger and Gmail tool nodes\n2. Create a Data Table called \"Customer Support Knowledge Base\" containing your business information, response style guide, product details, pricing, delivery policies, and FAQs\n3. Configure your Telegram bot credentials and update the chat ID in the Telegram node\n4. Set up your OpenAI API credentials\n\n**Customization:**\n- **Knowledge Base**: Populate the Data Table with your specific company information - this is what the AI uses to draft accurate responses\n- **AI Prompt**: Adjust the categorization rules and response criteria in the AI Agent node to match your business needs\n- **Polling Frequency**: The Gmail Trigger checks for new emails every minute by default; modify this in the trigger settings if needed\n\nThe workflow uses the \"Simplify\" option turned off in the Gmail Trigger to ensure the AI receives the full email text for processing.","workflow":{"meta":{"instanceId":"c8c9ba5d3eb26ae47a06d24ff164a01c0d73ed4753a74903c2bb609d434a0f6b","templateCredsSetupCompleted":true},"nodes":[{"id":"05d9f7e7-732e-43cf-8fe9-c39d93a883b5","name":"New Email Trigger","type":"n8n-nodes-base.gmailTrigger","position":[-160,-96],"parameters":{"simple":false,"filters":{},"options":{},"pollTimes":{"item":[{"mode":"everyMinute"}]}},"credentials":{"gmailOAuth2":{"id":"E3alb5H7xlfxfBur","name":"Jim Halpert"}},"typeVersion":1.3},{"id":"a0e24a38-97a2-4ebb-afb3-e85acb45f4d6","name":"Get Knowledge Base Data","type":"n8n-nodes-base.dataTable","position":[48,-96],"parameters":{"limit":1,"operation":"get","dataTableId":{"__rl":true,"mode":"list","value":"Djak2vyNWRaYyTiZ","cachedResultUrl":"/projects/GIJbF9oCBpV0HnTo/datatables/Djak2vyNWRaYyTiZ","cachedResultName":"Customer Support Knowledge Base"}},"typeVersion":1},{"id":"6519b2ee-0531-486e-9617-c44e698c87b3","name":"Get Gmail Labels List","type":"n8n-nodes-base.gmail","position":[256,-96],"webhookId":"6f557a89-5ea6-4a64-a3c0-4183e483bbbb","parameters":{"resource":"label","returnAll":true},"credentials":{"gmailOAuth2":{"id":"E3alb5H7xlfxfBur","name":"Jim Halpert"}},"typeVersion":2.1},{"id":"af7c86e5-b053-4249-a0ad-706ea44b0f91","name":"Aggregate Labels Data","type":"n8n-nodes-base.aggregate","position":[464,-96],"parameters":{"include":"specifiedFields","options":{},"aggregate":"aggregateAllItemData","fieldsToInclude":"id,name","destinationFieldName":"labels"},"typeVersion":1},{"id":"a1b8fbb2-7734-4fad-bcf6-63024c4973d1","name":"Email Categorization AI Agent","type":"@n8n/n8n-nodes-langchain.agent","position":[672,-96],"parameters":{"text":"=You are an email assistant for Dunder Mifflin Paper Company (Scranton branch). Your job is to process incoming emails by categorizing them and, when appropriate, drafting helpful responses.\n\n## Your Tasks\n\n### Task 1: Categorize the Email\n\nDetermine if the email fits one of these categories:\n\n- \"existing_order\" - Questions about orders already placed (status, tracking, changes, delivery issues)\n- \"quote_request\" - Requests for pricing or quotes on products\n- \"none\" - Does not fit either category\n\n### Task 2: Draft a Response (if appropriate)\n\nDraft a response ONLY if:\n\n- The question can be answered using the knowledge base provided\n- The email is NOT a complaint, billing dispute, or request for manager\n- You have enough information to give a useful response\n\nIf you cannot provide a useful response (missing information, needs human judgment, outside your knowledge), set draft_response to null.\n\n## Knowledge Base\n\nFind the knowledge base below.\n\n## Label IDs\n\n  - Find the Label IDs together with their names below. ONLY add one label and ONLY write the id of that in any tool call.\n\n## Draft Link Information\n\nAfter you create a draft, you will get the draft message id. Then you need to create a link like this:\nhttps://mail.google.com/mail/u/0/#drafts?compose={draft_message_id}\n\nAnd send this as a Telegram notification using the correct tool. ALWAYS SEND IT!\n\n*Label names and IDs*:\n{{ JSON.stringify($json.labels) }}\n\nFull Knowledge Base:\n{{ $('Get Knowledge Base Data').item.json.knowledge_base }}\n\nThe Email to process:\nID: {{ $('New Email Trigger').item.json.id }}\nThread ID:{{ $('New Email Trigger').item.json.threadId }}\nSubject: {{ $('New Email Trigger').item.json.subject }}\nText: {{ $('New Email Trigger').item.json.text }}\n","options":{},"promptType":"define"},"typeVersion":2.2},{"id":"e41713e6-a016-48ce-8beb-f779113f00bc","name":"OpenAI Chat Model","type":"@n8n/n8n-nodes-langchain.lmChatOpenAi","position":[608,128],"parameters":{"model":{"__rl":true,"mode":"list","value":"gpt-5.1","cachedResultName":"gpt-5.1"},"options":{}},"credentials":{"openAiApi":{"id":"IscXryYQZrfSUSkH","name":"OpenAi account"}},"typeVersion":1.2},{"id":"d051c34c-f150-4d55-9081-85a9785f1855","name":"Create a draft in Gmail","type":"n8n-nodes-base.gmailTool","position":[1024,128],"webhookId":"6280f57b-b6bc-4d76-b1a6-5c4a30f08511","parameters":{"message":"={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Message', ``, 'string') }}","options":{"sendTo":"={{ $('New Email Trigger').item.json.from.value[0].address }}","threadId":"={{ $('New Email Trigger').item.json.threadId }}"},"subject":"={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Subject', ``, 'string') }}","resource":"draft"},"credentials":{"gmailOAuth2":{"id":"E3alb5H7xlfxfBur","name":"Jim Halpert"}},"typeVersion":2.1},{"id":"9232f3c7-6c4e-496c-8011-2dbfb0a36d30","name":"Add label to message in Gmail","type":"n8n-nodes-base.gmailTool","position":[896,128],"webhookId":"27557766-8362-42b5-866a-5c0dc6ea9380","parameters":{"labelIds":"={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Label_Names_or_IDs', ``, 'string') }}","messageId":"={{ $('New Email Trigger').item.json.id }}","operation":"addLabels"},"credentials":{"gmailOAuth2":{"id":"E3alb5H7xlfxfBur","name":"Jim Halpert"}},"typeVersion":2.1},{"id":"2a40a82a-0e15-43b8-aefb-75f283ca8f65","name":"Send a text message in Telegram","type":"n8n-nodes-base.telegramTool","position":[768,128],"webhookId":"fa8bb1c8-2ee7-4240-9f9b-14aaada701ca","parameters":{"text":"={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Text', ``, 'string') }}","chatId":"1234567890","additionalFields":{}},"credentials":{"telegramApi":{"id":"CKAKVUxCHXRspwBw","name":"MilanBot"}},"typeVersion":1.2},{"id":"doc-note-1769185385297","name":"Workflow Description","type":"n8n-nodes-base.stickyNote","position":[-860,-246],"parameters":{"width":600,"height":1043,"content":"## Workflow Overview\n\nThis workflow creates an AI-powered email assistant that automatically processes incoming Gmail messages. When a new email arrives, the AI agent categorizes it (such as \"existing_order\" or \"quote_request\"), adds the appropriate Gmail label, and drafts intelligent responses based on your company's knowledge base. You'll receive a Telegram notification with a direct link to review the draft before sending.\n\n### First Setup\n\n**Required Accounts & Credentials:**\n- Gmail account (OAuth2 connection)\n- OpenAI API account for the chat model\n- Telegram bot for notifications\n\n**Initial Configuration:**\n1. Connect your Gmail account to both the Gmail Trigger and Gmail tool nodes\n2. Create a Data Table called \"Customer Support Knowledge Base\" with your business information, pricing, policies, and common responses\n3. Set up your Telegram bot credentials\n4. Configure your OpenAI API credentials\n\n### Configuration\n\n**Knowledge Base:** Customize the Data Table with your company's information, response style guide, product details, pricing, and FAQs. This is what the AI uses to draft accurate responses.\n\n**Telegram Notifications:** Update the chat ID in the Telegram node to your own.\n\n**AI Prompt:** The prompt in the AI Agent node defines categorization rules and when to draft responses. Adjust categories and response criteria to match your needs.\n\n**Polling Frequency:** The Gmail Trigger checks every minute by default. Modify in the trigger settings if needed."},"typeVersion":1},{"id":"contact-note-1769185448256","name":"Creator Contact Info","type":"n8n-nodes-base.stickyNote","position":[-860,-706],"parameters":{"color":5,"width":600,"height":440,"content":"# Contact Us:\n## Milan @ SmoothWork - [Book a Free Consulting Call](https://smoothwork.ai/book-a-call/)\n![Milan](https://gravatar.com/avatar/95700d17ba300a9f14c1b8cacf933df7720027b3adda9cbe6183d89142925422?r=pg&d=retro&size=100)\n\n\n### We help businesses eliminate busywork by building compact business tools tailored to your process.\n### Contact us for customizing this, or building similar automations.\n\n📧 hello@smoothwork.ai\n▶️ [Check us on YouTube](https://www.youtube.com/@vasarmilan)\n📞 [Book a Free Consulting Call](https://smoothwork.ai/book-a-call/)\n💼 [Add me on Linkedin](https://www.linkedin.com/in/mil%C3%A1n-v%C3%A1s%C3%A1rhelyi-3a9985123/)\n"},"typeVersion":1},{"id":"video-note-1769187077818","name":"Video Walkthrough","type":"n8n-nodes-base.stickyNote","position":[-250,-706],"parameters":{"width":420,"height":340,"content":"# Video Walkthrough\n[![image.png](https://vasarmilan-public.s3.us-east-1.amazonaws.com/blog_thumbnails/thumbnail_rec5lxlsWWeV1B327.jpg)](https://www.youtube.com/watch?v=UEcE0cXlQ5g)"},"typeVersion":1}],"pinData":{},"connections":{"New Email Trigger":{"main":[[{"node":"Get Knowledge Base Data","type":"main","index":0}]]},"OpenAI Chat Model":{"ai_languageModel":[[{"node":"Email Categorization AI Agent","type":"ai_languageModel","index":0}]]},"Aggregate Labels Data":{"main":[[{"node":"Email Categorization AI Agent","type":"main","index":0}]]},"Get Gmail Labels List":{"main":[[{"node":"Aggregate Labels Data","type":"main","index":0}]]},"Create a draft in Gmail":{"ai_tool":[[{"node":"Email Categorization AI Agent","type":"ai_tool","index":0}]]},"Get Knowledge Base Data":{"main":[[{"node":"Get Gmail Labels List","type":"main","index":0}]]},"Add label to message in Gmail":{"ai_tool":[[{"node":"Email Categorization AI Agent","type":"ai_tool","index":0}]]},"Send a text message in Telegram":{"ai_tool":[[{"node":"Email Categorization AI Agent","type":"ai_tool","index":0}]]}}},"lastUpdatedBy":29,"workflowInfo":{"nodeCount":12,"nodeTypes":{"n8n-nodes-base.gmail":{"count":1},"n8n-nodes-base.aggregate":{"count":1},"n8n-nodes-base.dataTable":{"count":1},"n8n-nodes-base.gmailTool":{"count":2},"n8n-nodes-base.stickyNote":{"count":3},"n8n-nodes-base.gmailTrigger":{"count":1},"n8n-nodes-base.telegramTool":{"count":1},"@n8n/n8n-nodes-langchain.agent":{"count":1},"@n8n/n8n-nodes-langchain.lmChatOpenAi":{"count":1}}},"status":"published","readyToDemo":null,"user":{"name":"Milan Vasarhelyi - SmoothWork","username":"vasarmilan","bio":"We help you eliminate the busywork by building compact business tools tailored to your processes.\n\n📞: https://smoothwork.ai/book-a-call\n▶️: https://www.youtube.com/@vasarmilan","verified":true,"links":["https://smoothwork.ai"],"avatar":"https://gravatar.com/avatar/95700d17ba300a9f14c1b8cacf933df7720027b3adda9cbe6183d89142925422?r=pg&d=retro&size=200"},"nodes":[{"id":356,"icon":"file:gmail.svg","name":"n8n-nodes-base.gmail","codex":{"data":{"alias":["email","human","form","wait","hitl","approval"],"resources":{"generic":[{"url":"https://n8n.io/blog/why-business-process-automation-with-n8n-can-change-your-daily-life/","icon":"🧬","label":"Why business process automation with n8n can change your daily life"},{"url":"https://n8n.io/blog/supercharging-your-conference-registration-process-with-n8n/","icon":"🎫","label":"Supercharging your conference registration process with n8n"},{"url":"https://n8n.io/blog/no-code-ecommerce-workflow-automations/","icon":"store","label":"6 e-commerce workflows to power up your Shopify s"},{"url":"https://n8n.io/blog/how-to-get-started-with-crm-automation-and-no-code-workflow-ideas/","icon":"👥","label":"How to get started with CRM automation (with 3 no-code workflow ideas"},{"url":"https://n8n.io/blog/automate-google-apps-for-productivity/","icon":"💡","label":"15 Google apps you can combine and automate to increase productivity"},{"url":"https://n8n.io/blog/your-business-doesnt-need-you-to-operate/","icon":" 🖥️","label":"Hey founders! 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