Automate Your Workflow: Mail Processing with AI and Notion
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Effortlessly process your emails by leveraging AI to extract key information and organize it directly into Notion. This workflow automatically categorizes and archives processed emails, ensuring nothing slips through the cracks.
About This Workflow
This powerful n8n workflow, 'mails2notion V2', streamlines your email management by integrating Gmail, OpenAI's GPT-4o, and Airtable. It intelligently processes incoming emails, extracts essential data like sender, subject, and date, and then pushes this structured information into your Notion workspace. The workflow also handles the operational side by deactivating processed routes in Airtable and labeling emails as 'Processed' in Gmail, maintaining a clean and organized inbox. Error handling is also built-in, ensuring that any issues during processing are flagged.
At its core, the workflow utilizes the OpenAI Chat Model (gpt-4o) to understand and summarize email content, a Structured Output Parser to ensure consistent data formatting, and Airtable for managing route data. It's designed to automate repetitive tasks, save you valuable time, and provide a centralized, organized view of your important communications.
Key Features
- AI-Powered Email Summarization & Extraction: Utilizes GPT-4o to intelligently summarize and extract key data (sender, subject, date) from emails.
- Automated Notion Integration: Seamlessly pushes extracted email information into your Notion database for easy access and organization.
- Smart Email Labeling & Archiving: Automatically adds a 'Processed' label to emails and deactivates corresponding routes in Airtable.
- Robust Error Handling: Includes mechanisms to flag and manage any errors during the workflow execution.
- Configurable Route Management: Allows for dynamic management of email processing routes via Airtable.
How To Use
- Connect Your Services: Ensure your Gmail and Airtable accounts are properly authenticated within n8n.
- Configure Airtable: Set up your 'mails2notion' Airtable base with the 'Routes' table, including fields for
id,Name,Email Alias, andActive(boolean). - Set Up Gmail Labels: Create 'Processed' and 'Error' labels in your Gmail account.
- Configure OpenAI Credentials: Add your OpenAI API key to n8n.
- Define Globals: In n8n's Global Variables, set
processedLabelIDanderrorLabelIDto the IDs of your respective Gmail labels. - Trigger Configuration: Set up your Gmail trigger to monitor for incoming emails that should be processed.
- Customize Extraction Logic: Adjust the regular expression in the 'Extract Route ID' node if your email alias format differs.
- Refine AI Prompt: Modify the prompt within the 'OpenAI Chat Model' node to fine-tune the summarization and data extraction based on your specific needs.
- Map Notion Fields: In your Notion integration node (not shown in snippet but implied by workflow goal), map the output from the 'Structured Output Parser' to your Notion database fields.
Apps Used
Workflow JSON
{
"id": "a32d9ffc-562c-4ad9-b45c-0709bd5e5143",
"name": "Automate Your Workflow: Mail Processing with AI and Notion",
"nodes": 22,
"category": "Operations",
"status": "active",
"version": "1.0.0"
}Note: This is a sample preview. The full workflow JSON contains node configurations, credentials placeholders, and execution logic.
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ID: a32d9ffc-562c...
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