Automated Gmail Email Labeling and Categorization Workflow

This n8n workflow automates the process of categorizing incoming emails in Gmail by analyzing message content and intelligently applying labels. The workflow is designed to help users maintain a structured and organized inbox without manual intervention.

The workflow initiates with a Gmail trigger that polls for new emails every five minutes. When a new email arrives, it triggers the main logic embedded within a series of nodes. These nodes include reading all existing Gmail labels, retrieving specific email messages, and analyzing their content.

A specialized AI-powered node, the ‘Gmail labelling agent’, processes each email by comparing its subject, sender, recipient, and keywords against existing labels. Based on this comparison, the AI determines the most relevant label, assigning it automatically to ensure proper categorization. If no suitable label exists, the workflow creates a new label, organizing labels hierarchically as sublabels if needed.

Additional nodes manage label creation, assignment, and decision-making, with buffer memory to handle session data for consistency across messages. Sticky notes provide visual documentation and notes within the workflow for easy understanding.

This automation is particularly useful for busy users managing large volumes of emails, such as customer support teams, marketing departments, or individuals aiming to declutter their inboxes by automatically classifying messages into relevant categories and labels.