AI Email Assistant Bot Workflow Documentation

Step 1: Email Trigger (Gmail)

• Node: Gmail Trigger
• Objective: Checks the label of the linked Gmail to see if there are any new emails received.
• Output: Details like subject, from address, body and attachment content is extracted to push through to other steps.

Step 2: Get Priority Email List

• Node: Google Sheets (Get Rows)
• Objective: Reads a reference sheet named Priority Emails that lists the important email addresses.
• Usage: This information is then used to test if an incoming email came from a priority sender.

Step 3: Importance Classification

• Node: Code Node (JavaScript)
• Logic: If the sender’s email address and body contains details from the list (pulled in from Google Sheets) and a set of predefined Keywords in an array.
• Result:
  • If the selected targeted email meets specified criteria, tags the email with “imp” (Important).
  • Tag it as “not imp” (Not Important) if they don’t match.

Step 4: If Node – Importance Check

• Function: Determines if an email is significant or not.
• Process: If imp: Workflow proceeds for further processing.
• If Not Important (not imp): Label as “Not Important” directly in gmail using a messageID.

Step 5: Add Critical Emails to the “Email Data” Sheet

• Node: Google Sheets (Append Row).
• Objective: Store important email info for tracking.
• Saved Details: Date, Sender, Subject and Body into the sheet “Email Data”.

Step 6: AI Email Categorization

Takes it even further to categorise the imp mails for well informed decisions:

• Node: AI Agent (Google Gemini cloud chat model)
• Prompt:
  • Tells the AI to categorize the email into one of the following:
    1. To Reply
    2. Handled by Assistant
    3. Urgent Today
    4. Internal Tasks
    5. Needs Follow-Up
    6. No-Need to Reply
  • Contains rules from all categories to correctly classify and dismiss personal desires or responses except when needed.
  • For the categories of “To Reply”, “Handled by Assistant” or “Urgent today”, an additional polite draft reply will, however, also be generated by AI.
• Output Format:

Step 7: AI Output Parsing

• Node: Code Node
• Goal: Clean AI JSON Output and fetch details
  • Category
  • Reply (if applicable)

Step 8: Switch Node – Category Routing

• Goal: Depending on what the AI believes is appropriate action, route email.

Step 9: Standard Labeling

• Applicable Categories:
  • “To Reply”
  • “No-Need to Reply”
  • “Internal Tasks”
  • “Needs Follow-Up”
• Action:
  • Applies a Gmail label for each category.
  • It also drafts for To-Reply.

Step 10: Urgent Today Handling

• Action:
  • Adds “Urgent Today” Gmail label.
  • Adds the email details and the AI draft reply to a “Urgent Today” tab in our Google Sheet.

Step 11: Handled by Assistant – Sub classification

• Node: Code Node
• This will further categorize “Handled by Assistant” to:
  • Calendar Scheduling Assistance
  • Forward Email Attachments to Google Drive

Step 12: Switch Node – Assistant to Task Routing

• Routes:
  1. Calendar scheduling (manages scheduling, rescheduling and confirmation mail)
     • It fetches the reserved slots from Google Calendar.
     • Slot Data Parser in Code Node.
     • For generating the scheduling reply, the slot data and the email data are transmitted to AI Agent.
     • If you have AI data scraped functions and you would like to convert them to Gmail response format, this function will help
  2. Save Email Attachments to Google Drive
     • Removes all attachments and file details.
     • Uploads them to a specific Google Drive folder(Folder Name: Automatic Downloads).

Step 13: Not Important Emails

• Action: Apply label directly to thread instead of going through with further processing.