Sort incoming Gmail messages and draft replies automatically

Reads every new email, sorts it by type, drafts a reply for support and sales messages, and logs everything in a sheet.

How the work actually flows

It branches. Exactly one path is taken.

Pattern: Exclusive Choice (4) · Simple Merge (5) · Transient Trigger (23)

flowchart TD trig>"new email received"]:::trig s0["AI reads new email"]:::task s1["sort into category"]:::task s2[("log email and outcome")]:::store trig --> s0 s0 --> s1 gx{"× what category applies"}:::gate s1 --> gx p00["draft ai reply"]:::task gx -->|"support or sales"| p00 p01["apply label"]:::task p00 --> p01 p10["apply label only"]:::task gx -->|"other categories"| p10 jn{"○ before logging"}:::gate p01 --> jn p10 --> jn jn --> s2 out[/"labeled inbox with draft replies"/]:::out pay{{"faster email response time"}}:::pay s2 --> out 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 stepA record or sheetOne path onlyPaths rejoinResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
Email AutomationSpreadsheet & Database OpsCustomer Support & Ticketing
Connects
GmailOpenAIGoogle Sheets

The problem it solves

Your inbox fills up faster than you can read it, and every support or sales question needs its own careful reply. Important messages get buried while you're typing the same kind of answer over and over.

Who it fits

Small businesses handling a steady stream of support and sales emails.

How it works

  1. New email arrives in Gmail
  2. AI reads the message and sorts it into support, sales, complaint, information, or other
  3. Support and sales emails get an AI-drafted reply and a label
  4. Other emails are labeled for easy follow-up
  5. Every email and outcome is logged in a spreadsheet
What you get

Email replies you approve before sending

Sort every incoming email and get a drafted reply ready for support and sales messages, logged for your records.

What you get

A labeled inbox with draft replies ready to send and a full log of every email handled.

What you need

A Gmail account, an OpenAI API key, and a Google Sheets account.

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

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