{"workflow":{"id":13221,"name":"Categorise and label Gmail emails with GPT-4o and OpenAI","views":169,"recentViews":1,"totalViews":169,"createdAt":"2026-02-05T02:19:36.183Z","description":"Automatically organise your Gmail inbox using AI. This workflow categorises every incoming email and applies Gmail labels, keeping only important emails in your inbox while filing everything else automatically.                                                                                                                                                                                                                                                                                                                                                                      \n                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                          \n  Who is this for?                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        \n  Anyone overwhelmed by email clutter who wants inbox zero without manual sorting.                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        \n                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                          \n  How it works                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            \n  1. Gmail Trigger polls your inbox for new emails every minute                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                           \n  2. AI Categorisation (GPT-4o) analyses each email and assigns a category such as Action Required, Newsletters, Sales Pitches, Client Communication, Receipts, and more                                                                                                                                                                                                                                                                                                                                                                                                                  \n  3. Filter checks if the email requires your attention or can be auto-filed                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              \n  4. Label Management removes non-actionable emails from inbox and applies the appropriate Gmail label                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    \n                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                          \n  Prerequisites                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                           \n  - Gmail account with OAuth2 access                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      \n  - OpenAI API key                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        \n  - Gmail labels created for each category you want to use                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                \n                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                          \n  Setup steps                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             \n  1. Import the workflow and connect your Gmail OAuth2 credentials                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        \n  2. Add your OpenAI API key                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              \n  3. Create Gmail labels matching your categories such as Action Required, Newsletters, People Selling Me Stuff, Admin/Receipts                                                                                                                                                                                                                                                                                                                                                                                                                                                           \n  4. Run the Get many labels node manually to retrieve your label IDs                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                     \n  5. Update the Add to folder node with your label ID mapping using the example in the pink sticky note                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   \n  6. Customise the AI prompt categories to match your workflow needs                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      \n  7. Test with a few emails before activating","workflow":{"id":"v8RrApVEwyIAADJqW-k-N","meta":{"instanceId":"7bfba4e95759c297986a4535f8d128f775f9040c33093ede96ee9c37bafc1a84"},"name":"Categorise and label emails automatically with AI using Gmail and OpenAI","tags":[],"nodes":[{"id":"dc9fb4ee-c544-4bd0-a959-4ce44258ade1","name":"Categorize Email","type":"@n8n/n8n-nodes-langchain.openAi","position":[784,128],"parameters":{"modelId":{"__rl":true,"mode":"list","value":"gpt-4o","cachedResultName":"GPT-4O"},"options":{},"messages":{"values":[{"role":"system","content":"You are my helpful, intelligent administrative assistant."},{"content":"=You are an email categorisation assistant.\n\nCategorise each email into ONE of the following labels:\n- Action Required (needs my direct response or decision)\n- Admin/Receipts (invoices, receipts, subscription confirmations, account notifications)\n- Call Recordings (meeting recordings, call summaries, Zoom/Fathom/Fireflies recordings, video call links)\n- Client Communication (existing clients, project updates, support requests)\n- Files (shared documents, file transfers, Google Drive/Dropbox shares, attachment-focused emails)\n- Leads/Prospects (potential clients showing genuine interest in services)\n- Newsletters (subscribed content, industry updates, educational emails)\n- Notifications (automated alerts, app notifications, system updates)\n- People Selling Me Stuff (cold pitches, sales outreach, vendors trying to sell services)\n- Sponsorship Requests (affiliate offers, partnership proposals, sponsorship pitches)\n- Test (test emails, internal testing, QA emails)\n- Vendors (existing vendor communication, not sales pitches)\n\nRules:\n- If someone is pitching something unsolicited → People Selling Me Stuff\n- If someone wants affiliate/sponsorship/partnership → Sponsorship Requests\n- If it's a genuine business inquiry about YOUR services → Leads/Prospects\n- If it's from an existing client → Client Communication\n- If it contains a call/meeting recording or summary → Call Recordings\n- If the primary purpose is sharing/sending files → Files\n- If it's clearly a test or QA email → Test\n- When in doubt between sales pitch vs legitimate → People Selling Me Stuff\n\nReturn JSON only:\n{\"category\":\"exact label name here\"}"},{"content":"Let's Collaborate with AI SEO Agent That Saves Time and Costs\n\nHey [Name],\n\nI'm [Sender] from [Company], where we're passionate about the transformative impact of AI on digital marketing and content strategies.\n\nI came across your video on \"[Video Title]\", and I love how you simplify automation and provide actionable strategies for building online businesses. We have recently launched [Product], an innovative AI tool designed to simplify and optimise workflows.\n\nHere's what [Product] offers:\n- Saves up to 80% of time on research\n- Provides actionable insights through integrations\n- Optimises visibility across platforms\n\nI'd love to explore a potential collaboration with you to showcase [Product] to your audience. Let me know if this resonates and I'd be happy to share more details.\n\nBest regards,"},{"role":"assistant","content":"={\"category\":\"Sponsorship Requests\"}"},{"content":"=For the attention of [Recipient Name]\n\nHi [Name], I hope you're having a great day so far!\n\nI love the look & feel of your Channel. Your content is great.\n\nMy team and I have taken a look at your Social media and we are very confident we can help you get 15-20 High-Ticket clients signed every single month.\n\nThe best part is... if we don't deliver, you don't pay! We work on a 100% pay on results basis.\n\nBy the way, this isn't an automated message. I'm a real human! I recorded a quick video to introduce myself.\n\nWe've already helped other businesses add $30k-$40K per month.\n\nI would love the opportunity to learn more about your business, challenges and goals to see if there's a fit.\n\nWould you be interested in having a call this week so we can discuss?\n\nThanks,\n[Sender]\n\np.s. - when I say pay on results, I really mean it! No performance = no money out of your pocket.\n"},{"role":"assistant","content":"{\"category\":\"People Selling Me Stuff\"}"},{"content":"Amazing Videos\n\nThanks for the reply [Name], \n\nI've been diving into your videos and find your content truly amazing. I genuinely believe this is exactly what I've been searching for. My plan is to follow your guidance step by step, and I'm hopeful that it will lead to success.\n\nI'm incredibly grateful for individuals like you who dedicate their time to helping others succeed. I look forward to the opportunity to connect in the future, and I hope to share some major wins with you when that time comes.\n\nThank you again for everything.\n\nBest regards,\n\n[Sender]"},{"role":"assistant","content":"={\"category\":\"Action Required\"}"},{"content":"=subject: {{ $json.Subject }}\n\ntext: {{ $json.snippet }}"}]},"jsonOutput":true},"typeVersion":1.8},{"id":"4a4ab82f-740a-4496-9436-e3e63129745a","name":"Not Worthwhile","type":"n8n-nodes-base.filter","position":[1168,128],"parameters":{"options":{},"conditions":{"options":{"version":2,"leftValue":"","caseSensitive":true,"typeValidation":"strict"},"combinator":"and","conditions":[{"id":"fe013229-2567-4904-b321-fce8844aec93","operator":{"type":"string","operation":"notEquals"},"leftValue":"={{ $json.message.content.category }}","rightValue":"Action Required"}]}},"typeVersion":2.2},{"id":"75007181-40d7-480f-bd6f-d51c0c735117","name":"Get Email","type":"n8n-nodes-base.gmail","position":[1392,128],"webhookId":"4c2fb7b6-da93-4a0c-9bd5-05657010c13d","parameters":{"filters":{"q":"=subject:\"{{ $('Gmail Trigger').item.json.Subject }}\" ","sender":"={{ $('Gmail Trigger').item.json.From }}"},"operation":"getAll"},"typeVersion":2.1},{"id":"de17d21c-de13-4cb5-b053-29b8b5117554","name":"Add to folder","type":"n8n-nodes-base.gmail","position":[1824,128],"webhookId":"e0c22da8-e564-4ecb-b7ce-9354d59c51de","parameters":{"labelIds":"=YOUR_LABEL_ID","messageId":"={{ $json.id }}","operation":"addLabels"},"typeVersion":2.1},{"id":"5d5ba1b4-8c5e-4a4c-868d-a0b7de14ef95","name":"Remove from Inbox","type":"n8n-nodes-base.gmail","position":[1600,128],"webhookId":"f00ef3a1-017c-46f4-aabe-242656a5b158","parameters":{"labelIds":["INBOX"],"messageId":"={{ $json.id }}","operation":"removeLabels"},"typeVersion":2.1},{"id":"b6f42d1a-b557-49df-99bb-3301f07400c9","name":"Gmail Trigger","type":"n8n-nodes-base.gmailTrigger","position":[560,128],"parameters":{"filters":{},"pollTimes":{"item":[{"mode":"everyMinute"}]}},"typeVersion":1.3},{"id":"1a79dae4-ff6b-4feb-afd4-d7cc4eb56ae2","name":"Get many labels","type":"n8n-nodes-base.gmail","position":[1648,384],"webhookId":"c198db53-1890-4b11-9656-113fa7137481","parameters":{"resource":"label","returnAll":true},"typeVersion":2.2},{"id":"b7c67a1e-6d1c-43d7-8c42-942086c76d3b","name":"Sticky Note","type":"n8n-nodes-base.stickyNote","position":[0,0],"parameters":{"color":5,"width":480,"height":536,"content":"## Categorise and label emails automatically with AI using Gmail and OpenAI\n\nThis workflow automatically categorises incoming emails using AI and applies Gmail labels to organize your inbox. Emails that don't require action are automatically filed away.\n\n### How it works\n1. Gmail monitors your inbox for new emails every minute\n2. AI analyzes each email and assigns a category\n3. Non-urgent emails are removed from inbox and labeled\n4. Action-required emails stay in your inbox\n\n### Setup steps\n1. Connect Gmail account (click Gmail nodes to authenticate)\n2. Add OpenAI API key (click Categorize Email node)\n3. Create Gmail labels for your categories\n4. Run 'Get many labels' node to find label IDs\n5. Update 'Add to folder' node with your label IDs\n6. Customize categories in the AI prompt (optional)"},"typeVersion":1},{"id":"204f04b1-59a6-4e7f-b331-f5699afc7ac9","name":"Sticky Note1","type":"n8n-nodes-base.stickyNote","position":[528,32],"parameters":{"color":7,"width":576,"height":288,"content":"### 📥 Step 1: Receive & Analyze\nNew emails trigger the workflow automatically. AI reads the content and decides which category fits best."},"typeVersion":1},{"id":"1bc7ace6-1b67-4a14-aedb-0f0c97e4a6c4","name":"Sticky Note2","type":"n8n-nodes-base.stickyNote","position":[1136,32],"parameters":{"color":7,"width":880,"height":256,"content":"### 📋 Step 2: Filter & File\nEmails that don't need immediate attention are automatically moved out of inbox and organized with the correct label."},"typeVersion":1},{"id":"5951c932-864b-4b5c-9184-8ac976b1b619","name":"Sticky Note3","type":"n8n-nodes-base.stickyNote","position":[1136,320],"parameters":{"color":6,"width":784,"height":240,"content":"### ⚙️ Setup: Gmail Labels\n\n**Before running this workflow:**\n1. Create labels in Gmail for your categories\n2. Click 'Get many labels' node → Execute\n3. Copy the label IDs from the output\n4. Open 'Add to folder' node\n5. Replace 'YOUR_LABEL_ID' with your actual label ID\n\n**Tip:** The label ID looks like \"Label_123456789\""},"typeVersion":1},{"id":"98794dca-7144-493b-a65a-ee372cdaed65","name":"Sticky Note4","type":"n8n-nodes-base.stickyNote","position":[528,336],"parameters":{"color":6,"width":576,"height":272,"content":"### ⚙️ Optional: Customize Categories\n\n**Want different email categories?**\nOpen 'Categorize Email' node → Edit the system message\n\n**You can:**\n- Add/remove categories from the list\n- Change the classification rules\n- Add more example emails to improve accuracy\n\n**Tip:** The AI learns from examples. Add 2-3 sample emails for each category you want."},"typeVersion":1}],"active":false,"pinData":{},"settings":{"availableInMCP":false,"executionOrder":"v1"},"versionId":"52461f8d-6a25-4b44-ac38-61d27846e264","connections":{"Get Email":{"main":[[{"node":"Remove from Inbox","type":"main","index":0}]]},"Gmail Trigger":{"main":[[{"node":"Categorize Email","type":"main","index":0}]]},"Not Worthwhile":{"main":[[{"node":"Get Email","type":"main","index":0}]]},"Categorize Email":{"main":[[{"node":"Not Worthwhile","type":"main","index":0}]]},"Remove from Inbox":{"main":[[{"node":"Add to folder","type":"main","index":0}]]}}},"lastUpdatedBy":1,"workflowInfo":{"nodeCount":12,"nodeTypes":{"n8n-nodes-base.gmail":{"count":4},"n8n-nodes-base.filter":{"count":1},"n8n-nodes-base.stickyNote":{"count":5},"n8n-nodes-base.gmailTrigger":{"count":1},"@n8n/n8n-nodes-langchain.openAi":{"count":1}}},"status":"published","readyToDemo":null,"user":{"name":"Zac Nielsen","username":"itszacnielsen","bio":"","verified":false,"links":[],"avatar":"https://gravatar.com/avatar/beaee7cfc25b3b9c756ca0f024d4e08a90134d6463bec13d80db16108644b9d6?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! Your business doesn't need you to operate"},{"url":"https://n8n.io/blog/using-automation-to-boost-productivity-in-the-workplace/","icon":"💪","label":"Using Automation to Boost Productivity in the Workplace"}],"primaryDocumentation":[{"url":"https://docs.n8n.io/integrations/builtin/app-nodes/n8n-nodes-base.gmail/"}],"credentialDocumentation":[{"url":"https://docs.n8n.io/integrations/builtin/credentials/google/oauth-single-service/"}]},"categories":["Communication","HITL"],"nodeVersion":"1.0","codexVersion":"1.0","subcategories":{"HITL":["Human in the Loop"]}}},"group":"[\"transform\"]","defaults":{"name":"Gmail"},"iconData":{"type":"file","fileBuffer":"data:image/svg+xml;base64,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"},"displayName":"Gmail","typeVersion":2,"nodeCategories":[{"id":6,"name":"Communication"},{"id":28,"name":"HITL"}]},{"id":565,"icon":"fa:sticky-note","name":"n8n-nodes-base.stickyNote","codex":{"data":{"alias":["Comments","Notes","Sticky"],"categories":["Core Nodes"],"nodeVersion":"1.0","codexVersion":"1.0","subcategories":{"Core Nodes":["Helpers"]}}},"group":"[\"input\"]","defaults":{"name":"Sticky Note","color":"#FFD233"},"iconData":{"icon":"sticky-note","type":"icon"},"displayName":"Sticky Note","typeVersion":1,"nodeCategories":[{"id":9,"name":"Core Nodes"}]},{"id":824,"icon":"file:gmail.svg","name":"n8n-nodes-base.gmailTrigger","codex":{"data":{"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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