Automated Email Categorization and Labeling Workflow

This n8n workflow automates the process of organizing and categorizing emails based on their content and labels, streamlining email management. It is triggered on a scheduled basis to regularly process emails for specific labels or filters, then utilizes AI to analyze email subjects and texts for appropriate categorization.

The workflow starts with a Schedule Trigger to run at regular intervals, ensuring periodic automation. It fetches email data from Gmail using the ‘Get Messages’ node, filtering emails based on optional criteria such as labels or search filters. To assist in categorization, it retrieves label information from Google Sheets, where category definitions and labels are stored and maintained.

The core of the workflow involves using an AI agent powered by Langchain’s OpenRouter or GPT-4.1 mini model. This AI analyzes the email subject and content, then suggests the most fitting category by comparing it with predefined labels. The AI’s response is parsed and used to determine if the label exists; if not, a new label is created via Gmail node. The workflow then labels the email thread accordingly, ensuring organized inbox management.

Multiple sticky notes are included for setup instructions and useful links, making this workflow adaptable and easy to implement. This automation is ideal for teams or individuals seeking to automate email organization, improve response efficiency, and maintain a cleaner inbox with minimal manual effort.