Ai-powered email triage & auto-response system with OpenAI agents & Gmail

AI Email Dispatcher: Classify, Process, and Route Emails with Multiple Agents

This n8n template automatically classifies incoming emails (Sales, Support, Internal, Finance, Promotions) and routes them to a dedicated OpenAI LLM Agent for processing. Depending on the category, the agent will then:

• Internal/Customer Support: Draft a reply and send it.
• Sales/Finance/Promotions: Generate a summary, notification, or draft reply for a human to review.

This is the ultimate workflow for managing a high volume of emails, ensuring every message gets a fast, appropriate, and structured AI-powered response or initial analysis.

How it works

• The Gmail Trigger node monitors your inbox for unread emails.
• The Text Classifier node uses AI to read the email body and subject to categorize it as Internal, Customer Support, Sales, Promotions, or Admin/Finance.
• The workflow then uses a Split In Batches node and multiple If nodes to send the email data to a specific, specialized OpenAI Agent (LLM node) based on the classification.
• Each AI Agent has a custom system prompt (e.g., "Customer Support Agent," "Promotions Analyst") to ensure it processes the email with the right rules, tone, and output format.
• Finally, the workflow either automatically replies via Gmail (for Internal and Support) or creates a draft/summary and sends a notification (for Sales, Finance, and Promotions) for human review.

Set up steps

Setting up the accounts and nodes should take about 10–15 minutes.

1. Gmail Account: You'll need to set up two Gmail credentials for the workflow:
   • One for the Gmail Trigger to watch for new unread emails.
   • A second one for the Gmail action nodes to label, draft, and reply to messages.
2. OpenAI Account: Connect your OpenAI API Key to the five different LLM Agent nodes.
3. Telegram/Slack: Set up your Telegram or Slack credentials to receive the 'New Sales Opportunity' and 'New Finance' notifications.
4. Labels in Gmail: Before activating the workflow, make sure you have created the necessary labels in your Gmail account for the classifier (Internal, Customer Support, Promotions, Admin/Finance, Sales Opportunity).
5. Review Agent Prompts: The instructions and logic for each AI Agent are in the system messages. You might want to review and customize these prompts to match your specific business rules and tone.

Requirements

• Gmail Account
• OpenAI Account (or another LLM provider for the agents)
• Telegram (or Slack/other notification tool of your choice)

Customising this workflow

You can easily adapt this template to suit your needs!

• New Categories: Modify the Text Classifier node to add or remove categories (e.g., "Job Applications," "Partnerships"). You would then add a new LLM Agent and routing logic for the new category.
• Different LLMs: You can swap the OpenAI nodes for any other LLM service supported by n8n, such as Gemini or Anthropic Claude, by simply changing the node type or model ID.
• More Actions: Instead of just sending a notification to Telegram, you could modify the logic to create a task in ClickUp, a lead in Salesforce, or an entry in a Google Sheet when a "Sales Opportunity" email is identified. 📬✨