Sort and respond to incoming emails with WhatsApp alerts

Reads every new email, sorts it by category, drafts or sends a reply, and pings you on WhatsApp for anything urgent.

How the work actually flows

It branches. Exactly one path is taken.

Pattern: Exclusive Choice (4)

flowchart TD trig>"new email arrives"]:::trig s0["classify email by category"]:::task s1["route to matching action"]:::task trig --> s0 s0 --> s1 gx{"× what category applies"}:::gate s1 --> gx p00["draft or send reply"]:::task gx -->|"high priority email"| p00 p01["send whatsapp alert"]:::task p00 --> p01 p10["draft or send reply"]:::task gx -->|"customer support email"| p10 p20["label and log email"]:::task gx -->|"other categories"| p20 p01 --> out p10 --> out p20 --> out out[/"inbox sorted with urgent items flagged"/]:::out pay{{"urgent emails never sit unanswered"}}:::pay out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepOne path onlyResultPayoff
Build size
Standard

A mid-size build with several tools working together.

Business functions
Email AutomationMessaging & Notifications
Connects
GmailOpenAIWhatsApp

The problem it solves

Your inbox mixes urgent customer issues with promotions and routine finance emails, and sorting through it all every day eats up time you'd rather spend elsewhere. Important messages can sit unanswered for hours while you're buried in things that don't matter.

Who it fits

Small businesses or teams who get a high volume of email and need urgent messages flagged immediately.

How it works

  1. A new email arrives in Gmail
  2. An AI model reads it and classifies it as high priority, customer support, promotion, finance, or other
  3. High priority and support emails get a drafted or sent reply
  4. A WhatsApp alert goes out for anything urgent, along with a summary for the relevant team
  5. Other emails are labeled and logged without further action
What you get

Urgent emails flagged the moment they land

You get incoming emails sorted by type, with high-priority and support messages answered and anything urgent flagged to you on WhatsApp.

What you get

A sorted inbox with relevant emails answered or forwarded, plus a WhatsApp alert for anything urgent.

What you need

A Gmail account, an OpenAI API key, and a WhatsApp Business API connection.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

Related automations

Back to the AI Playbook