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Effortless Email Management with AI

Automate your email management by intelligently processing incoming messages, summarizing their content, and drafting personalized replies with AI. This powerful workflow connects your Gmail inbox via an IMAP trigger to a Text Classifier that categorizes emails, then uses OpenAI for summarization and drafting responses, and Qdrant for vector storage of relevant documents from Google Drive. It’s ideal for marketing teams, customer support, or busy professionals who need to efficiently handle high volumes of correspondence, saving significant time on reading, understanding, and responding to emails by leveraging AI to streamline communication and ensure timely, relevant replies. The system also allows for reviewing AI-generated drafts before sending, ensuring quality control while drastically reducing manual effort.
31 nodesmanual trigger147 views0 copiesMarketing
Google DriveGmailQdrantOpenAI

Workflow JSON

{"id": "nkPjDxMrrkKbgHaV", "meta": {"instanceId": "a4bfc93e975ca233ac45ed7c9227d84cf5a2329310525917adaf3312e10d5462", "templateCredsSetupCompleted": true}, "name": "Effortless Email Management with AI", "tags": [], "nodes": [{"id": "9d77e26f-de2b-4bd4-b0f0-9924a8f459a6", "name": "Email Trigger (IMAP)", "type": "n8n-nodes-base.emailReadImap", "position": [-2000, -180], "parameters": {"options": {}}, "credentials": {"imap": {"id": "", "name": "[Your imap]"}}, "typeVersion": 2}, {"id": "cf2d020b-b125-4a20-8694-8ed0f7acf755", "name": "Markdown", "type": "n8n-nodes-base.markdown", "position": [-1740, -180], "parameters": {"html": "={{ $json.textHtml }}", "options": {}}, "typeVersion": 1}, {"id": "41bfceff-0155-4643-be60-ee301e2d69e1", "name": "Send Email", "type": "n8n-nodes-base.emailSend", "position": [400, -320], "webhookId": "a79ae1b4-648c-4cb4-b6cd-04ea3c1d9314", "parameters": {"html": "={{ $('Edit Fields').item.json.email }}", "options": {}, "subject": "=Re: {{ $('Email Trigger (IMAP)').item.json.subject }}", "toEmail": "={{ $('Email Trigger (IMAP)').item.json.from }}", "fromEmail": "={{ $('Email Trigger (IMAP)').item.json.to }}"}, "credentials": {"smtp": {"id": "", "name": "[Your smtp]"}}, "typeVersion": 2.1}, {"id": "2aff581a-8b64-405c-b62f-74bf189fd7b1", "name": "Qdrant Vector Store", "type": "@n8n/n8n-nodes-langchain.vectorStoreQdrant", "position": [-320, 600], "parameters": {"mode": "retrieve-as-tool", "options": {}, "toolName": "company_knowladge_base", "toolDescription": "Extracts information regarding the request made.", "qdrantCollection": {"__rl": true, "mode": "id", "value": "=COLLECTION"}, "includeDocumentMetadata": false}, "credentials": {"qdrantApi": {"id": "", "name": "[Your qdrantApi]"}}, "typeVersion": 1}, {"id": "6e3f6df0-8924-47d9-855c-51205d19e86d", "name": "Embeddings OpenAI", "type": "@n8n/n8n-nodes-langchain.embeddingsOpenAi", "position": [-440, 800], "parameters": {"options": {}}, "credentials": {"openAiApi": {"id": "", "name": "[Your openAiApi]"}}, "typeVersion": 1.2}, {"id": "37ac411b-4a74-44d1-917e-b07d1c9ca221", "name": "Email Summarization Chain", "type": "@n8n/n8n-nodes-langchain.chainSummarization", "position": [-1480, -180], "parameters": {"options": {"binaryDataKey": "={{ $json.data }}", "summarizationMethodAndPrompts": {"values": {"prompt": "=Write a concise summary of the following in max 100 words:\n\n\"{{ $json.data }}\"\n\nDo not enter the total number of words used.", "combineMapPrompt": "=Write a concise summary of the following in max 100 words:\n\n\"{{ $json.data }}\"\n\nDo not enter the total number of words used."}}}, "operationMode": "nodeInputBinary"}, "typeVersion": 2}, {"id": "91edbac9-847b-4f31-a8dd-09418bd93642", "name": "Write email", "type": "@n8n/n8n-nodes-langchain.agent", "position": [-1040, -180], "parameters": {"text": "=Write the text to reply to the following email:\n\n{{ $json.response.text }}", "options": {"systemMessage": "You are an expert at answering emails. You need to answer them professionally based on the information you have. This is a business email. Be concise and never exceed 100 words. Only the body of the email, not create the subject"}, "promptType": "define", "hasOutputParser": true}, "typeVersion": 1.7}, {"id": "1da0e72a-db97-4216-a1a5-038cebaf7e10", "name": "OpenAI", "type": "@n8n/n8n-nodes-langchain.lmChatOpenAi", "position": [-180, 280], "parameters": {"model": {"__rl": true, "mode": "list", "value": "gpt-4o-mini", "cachedResultName": "gpt-4o-mini"}, "options": {}}, "credentials": {"openAiApi": {"id": "", "name": "[Your openAiApi]"}}, "typeVersion": 1.2}, {"id": "af2d6284-4c8f-4a07-b689-d0f55aaabd26", "name": "Gmail", "type": "n8n-nodes-base.gmail", "position": [-300, -180], "webhookId": "d6dd2e7c-90ea-4b65-9c64-523d2541a054", "parameters": {"sendTo": "info@n3w.it", "message": "=<h3>MESSAGE</h3>\n{{ $('Email Trigger (IMAP)').item.json.textHtml }}\n\n<h3>AI RESPONSE</h3>\n{{ $json.email }}", "options": {}, "subject": "=[Approval Required] {{ $('Email Trigger (IMAP)').item.json.subject }}", "operation": "sendAndWait", "responseType": "freeText"}, "credentials": {"gmailOAuth2": {"id": "", "name": "[Your gmailOAuth2]"}}, "typeVersion": 2.1}, {"id": "aaccc4a6-ce53-4813-8247-65bd1a9d5639", "name": "Text Classifier", "type": "@n8n/n8n-nodes-langchain.textClassifier", "position": [-60, -180], "parameters": {"options": {"systemPromptTemplate": "Please classify the text provided by the user into one of the following categories: {categories}, and use the provided formatting instructions below. Don't explain, and only output the json."}, "inputText": "={{ $json.data.text }}", "categories": {"categories": [{"category": "Approved", "description": "The email has been reviewed and accepted as-is. The human explicitly or implicity express approva, indicating that no changes ar needed.\n\nExample:\n\"Ok\",\n\"Approvato\",\n\"Invia\""}, {"category": "Declined", "description": "The email has been reviewd, but the human request modifications before it sent link tweaks, removing parts, rewording etc... This could include suggested edits, rewording or major revision."}]}}, "typeVersion": 1}, {"id": "b46de5d9-1a2e-4d28-930b-e18fb1d7876e", "name": "Edit Fields", "type": "n8n-nodes-base.set", "position": [-580, -180], "parameters": {"options": {}, "assignments": {"assignments": [{"id": "35d7c303-42f4-4dd1-b41e-6eb087c23c3d", "name": "email", "type": "string", "value": "={{ $json.output }}"}]}}, "typeVersion": 3.4}, {"id": "36ce51c6-8ee1-4230-84c0-40e259eafb1a", "name": "When clicking \u2018Test workflow\u2019", "type": "n8n-nodes-base.manualTrigger", "position": [-1340, -1300], "parameters": {}, "typeVersion": 1}, {"id": "21a0c991-65dc-483e-9b98-5cedaba7ae13", "name": "Create collection", "type": "n8n-nodes-base.httpRequest", "position": [-1040, -1440], "parameters": {"url": "https://QDRANTURL/collections/COLLECTION", "method": "POST", "options": {}, "jsonBody": "{\n \"filter\": {}\n}", "sendBody": true, "sendHeaders": true, "specifyBody": "json", "authentication": "genericCredentialType", "genericAuthType": "httpHeaderAuth", "headerParameters": {"parameters": [{"name": "Content-Type", "value": "application/json"}]}}, "credentials": {"httpHeaderAuth": {"id": "", "name": "[Your httpHeaderAuth]"}}, "typeVersion": 4.2}, {"id": "9a048d7d-bcdf-40b7-b33a-94b811083eac", "name": "Refresh collection", "type": "n8n-nodes-base.httpRequest", "position": [-1040, -1180], "parameters": {"url": "https://QDRANTURL/collections/COLLECTION/points/delete", "method": "POST", "options": {}, "jsonBody": "{\n \"filter\": {}\n}", "sendBody": true, "sendHeaders": true, "specifyBody": "json", "authentication": "genericCredentialType", "genericAuthType": "httpHeaderAuth", "headerParameters": {"parameters": [{"name": "Content-Type", "value": "application/json"}]}}, "credentials": {"httpHeaderAuth": {"id": "", "name": "[Your httpHeaderAuth]"}}, "typeVersion": 4.2}, {"id": "db494d2d-5390-4f83-9b87-3409fef31a7d", "name": "Get folder", "type": "n8n-nodes-base.googleDrive", "position": [-820, -1180], "parameters": {"filter": {"driveId": {"__rl": true, "mode": "list", "value": "My Drive", "cachedResultUrl": "https://drive.google.com/drive/my-drive", "cachedResultName": "My Drive"}, "folderId": {"__rl": true, "mode": "id", "value": "=test-whatsapp"}}, "options": {}, "resource": "fileFolder"}, "credentials": {"googleDriveOAuth2Api": {"id": "", "name": "[Your googleDriveOAuth2Api]"}}, "typeVersion": 3}, {"id": "e30dbe6f-482e-47f9-b5b8-62c1113e6c8b", "name": "Download Files", "type": "n8n-nodes-base.googleDrive", "position": [-600, -1180], "parameters": {"fileId": {"__rl": true, "mode": "id", "value": "={{ $json.id }}"}, "options": {"googleFileConversion": {"conversion": {"docsToFormat": "text/plain"}}}, "operation": "download"}, "credentials": {"googleDriveOAuth2Api": {"id": "", "name": "[Your googleDriveOAuth2Api]"}}, "typeVersion": 3}, {"id": "492d48d8-4997-4f04-902b-041da3210417", "name": "Default Data Loader", "type": "@n8n/n8n-nodes-langchain.documentDefaultDataLoader", "position": [-200, -980], "parameters": {"options": {}, "dataType": "binary"}, "typeVersion": 1}, {"id": "0cf45d10-3cbf-4eb6-ab30-11f264b3aa8d", "name": "Token Splitter", "type": "@n8n/n8n-nodes-langchain.textSplitterTokenSplitter", "position": [-240, -820], "parameters": {"chunkSize": 300, "chunkOverlap": 30}, "typeVersion": 1}, {"id": "7d60f569-c34e-49a8-ba9a-88cf33083136", "name": "Sticky Note3", "type": "n8n-nodes-base.stickyNote", "position": [-840, -1500], "parameters": {"color": 6, "width": 880, "height": 220, "content": "# STEP 1\n\n## Create Qdrant Collection\nChange:\n- QDRANTURL\n- COLLECTION"}, "typeVersion": 1}, {"id": "e86b18c4-d7e8-4e81-b520-dbd8125edf38", "name": "Sticky Note4", "type": "n8n-nodes-base.stickyNote", "position": [-1060, -1240], "parameters": {"color": 4, "width": 620, "height": 400, "content": "# STEP 2\n\n\n\n\n\n\n\n\n\n\n\n\n## Documents vectorization with Qdrant and Google Drive\nChange:\n- QDRANTURL\n- COLLECTION"}, "typeVersion": 1}, {"id": "05f65120-ef31-4c67-ac18-e68a8353909c", "name": "Qdrant Vector Store1", "type": "@n8n/n8n-nodes-langchain.vectorStoreQdrant", "position": [-360, -1180], "parameters": {"mode": "insert", "options": {}, "qdrantCollection": {"__rl": true, "mode": "id", "value": "=COLLECTION"}}, "credentials": {"qdrantApi": {"id": "", "name": "[Your qdrantApi]"}}, "typeVersion": 1}, {"id": "c15fd52f-b142-408e-af06-aeed10a1cf85", "name": "Embeddings OpenAI1", "type": "@n8n/n8n-nodes-langchain.embeddingsOpenAi", "position": [-380, -980], "parameters": {"options": {}}, "credentials": {"openAiApi": {"id": "", "name": "[Your openAiApi]"}}, "typeVersion": 1.1}, {"id": "3e47224f-3deb-450b-b825-f16c5f860f28", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [-2020, -600], "parameters": {"color": 3, "width": 580, "height": 260, "content": "# STEP 3 - MAIN FLOW\n\n\n## How it works\nThis workflow automates the handling of incoming emails, summarizes their content, generates appropriate responses using a retrieval-augmented generation (RAG) approach, and obtains approval or suggestions before sending replies. \n\nYou can quickly integrate Gmail and Outlook via the appropriate trigger nodes"}, "typeVersion": 1}, {"id": "63097039-58cb-4e0f-9fb6-6bf868275519", "name": "DeepSeek Chat Model", "type": "@n8n/n8n-nodes-langchain.lmChatDeepSeek", "position": [-1560, 40], "parameters": {"options": {}}, "credentials": {"deepSeekApi": {"id": "", "name": "[Your deepSeekApi]"}}, "typeVersion": 1}, {"id": "c86d6eeb-cf08-429f-b5b4-60b317071035", "name": "Sticky Note2", "type": "n8n-nodes-base.stickyNote", "position": [-1500, -260], "parameters": {"width": 320, "height": 240, "content": "Chain that summarizes the received email"}, "typeVersion": 1}, {"id": "4afc8b00-d1e5-473c-a71e-1299c84c546e", "name": "Sticky Note5", "type": "n8n-nodes-base.stickyNote", "position": [-1060, -260], "parameters": {"width": 340, "height": 240, "content": "Agent that retrieves business information from a vector database and processes the response"}, "typeVersion": 1}, {"id": "be1762ff-729b-4b83-9139-16f835b748f2", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [-1800, -260], "parameters": {"height": 240, "content": "Convert email to Markdown format for better understanding of LLM models"}, "typeVersion": 1}, {"id": "f818ede7-895a-4860-91d3-f08cc32ec0e3", "name": "Sticky Note6", "type": "n8n-nodes-base.stickyNote", "position": [-380, -380], "parameters": {"color": 4, "height": 360, "content": "## IMPORTANT\n\nFor the \"Send Draft\" node, you need to send the draft email to a Gmail address because it is the only one that allows the \"Send and wait for response\" function."}, "typeVersion": 1}, {"id": "929b525a-912b-4f7b-a6e7-dfeb88a446c8", "name": "Sticky Note7", "type": "n8n-nodes-base.stickyNote", "position": [-100, -260], "parameters": {"width": 360, "height": 240, "content": "Based on the suggestion received, the text classifier can understand whether the feedback received approves the generated email or not."}, "typeVersion": 1}, {"id": "2468e643-013f-4925-ab35-c8ef4ee6eed2", "name": "Email Reviewer", "type": "@n8n/n8n-nodes-langchain.agent", "position": [380, -40], "parameters": {"text": "=Review at the following email:\n{{ $('Edit Fields').item.json.email }}\n\nFeedback from human:\n{{ $json.data.text }}", "options": {"systemMessage": "If you are an expert in reviewing emails before sending them. You need to review and structure them in such a way that you can send them. It must be in HTML format and you can insert (if you think it is appropriate) only HTML characters such as <br>, <b>, <i>, <p> where necessary. Be concise and never exceed 100 words. Only the body of the email"}, "promptType": "define", "hasOutputParser": true}, "typeVersion": 1.7}, {"id": "ecd9d3f8-2e79-4e5f-a73d-48de60441376", "name": "Sticky Note8", "type": "n8n-nodes-base.stickyNote", "position": [340, -120], "parameters": {"width": 340, "height": 220, "content": "The Email Reviewer agent, taking inspiration from human feedback, rewrites the email"}, "typeVersion": 1}], "active": false, "pinData": {}, "settings": {"executionOrder": "v1"}, "versionId": "de11da52-1513-4797-8070-b64e84b84158", "connections": {"Gmail": {"main": [[{"node": "Text Classifier", "type": "main", "index": 0}]]}, "OpenAI": {"ai_languageModel": [[{"node": "Write email", "type": "ai_languageModel", "index": 0}, {"node": "Email Reviewer", "type": "ai_languageModel", "index": 0}, {"node": "Text Classifier", "type": "ai_languageModel", "index": 0}]]}, "Markdown": {"main": [[{"node": "Email Summarization Chain", "type": "main", "index": 0}]]}, "Get folder": {"main": [[{"node": "Download Files", "type": "main", "index": 0}]]}, "Edit Fields": {"main": [[{"node": "Gmail", "type": "main", "index": 0}]]}, "Write email": {"main": [[{"node": "Edit Fields", "type": "main", "index": 0}]]}, "Download Files": {"main": [[{"node": "Qdrant Vector Store1", "type": "main", "index": 0}]]}, "Email Reviewer": {"main": [[{"node": "Edit Fields", "type": "main", "index": 0}]]}, "Token Splitter": {"ai_textSplitter": [[{"node": "Default Data Loader", "type": "ai_textSplitter", "index": 0}]]}, "Text Classifier": {"main": [[{"node": "Send Email", "type": "main", "index": 0}], [{"node": "Email Reviewer", "type": "main", "index": 0}]]}, "Embeddings OpenAI": {"ai_embedding": [[{"node": "Qdrant Vector Store", "type": "ai_embedding", "index": 0}]]}, "Embeddings OpenAI1": {"ai_embedding": [[{"node": "Qdrant Vector Store1", "type": "ai_embedding", "index": 0}]]}, "Refresh collection": {"main": [[{"node": "Get folder", "type": "main", "index": 0}]]}, "DeepSeek Chat Model": {"ai_languageModel": [[{"node": "Email Summarization Chain", "type": "ai_languageModel", "index": 0}]]}, "Default Data Loader": {"ai_document": [[{"node": "Qdrant Vector Store1", "type": "ai_document", "index": 0}]]}, "Qdrant Vector Store": {"ai_tool": [[{"node": "Write email", "type": "ai_tool", "index": 0}, {"node": "Email Reviewer", "type": "ai_tool", "index": 0}]]}, "Email Trigger (IMAP)": {"main": [[{"node": "Markdown", "type": "main", "index": 0}]]}, "Email Summarization Chain": {"main": [[{"node": "Write email", "type": "main", "index": 0}]]}, "When clicking \u2018Test workflow\u2019": {"main": [[{"node": "Create collection", "type": "main", "index": 0}, {"node": "Refresh collection", "type": "main", "index": 0}]]}}}

How to Import This Workflow

  1. 1Copy the workflow JSON above using the Copy Workflow JSON button.
  2. 2Open your n8n instance and go to Workflows.
  3. 3Click Import from JSON and paste the copied workflow.

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