Turn unread Gmail messages into Todoist tasks with AI summaries

AI reads each unread email, drafts a task with a summary and suggested reply, and adds it to Todoist.

How the work actually flows

It branches. Exactly one path is taken; runs once per one per unread starred email.

Pattern: Exclusive Choice (4) · Simple Merge (5) · Multiple Instances without Synchronization (12)

flowchart TD trig>"email starred or unread"]:::trig s0[["check for existing task"]]:::mi s1["AI drafts summary and reply"]:::task s2["create todoist task"]:::task trig --> s0 s1 --> s2 gx{"× task already exists"}:::gate s0 --> gx p00["skip task creation"]:::task gx -->|"already exists"| p00 p10["draft and create task"]:::task gx -->|"new email"| p10 jn{"○ "}:::gate p00 --> jn p10 --> jn jn --> s1 out[/"todoist task with summary and reply"/]:::out pay{{"quick action list without rereading every email"}}:::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 stepRuns once per itemOne path onlyPaths rejoinResultPayoff
Build size
Advanced

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

Business functions
AI Agents & Autonomous SystemsEmail AutomationProject & Task Management
Connects
GmailTodoistOpenAI

The problem it solves

Your inbox fills up with emails that each need some small action before you can reply, and reading through every thread just to figure out next steps eats up your morning. When multiple people share one inbox, things fall through the cracks even faster.

Who it fits

Individuals or small teams sharing a Gmail inbox who want a quick action list instead of re-reading every thread.

How it works

  1. An unread or starred email in Gmail starts the process
  2. The system checks if a matching task already exists in Todoist
  3. If not, AI reads the thread and drafts a summary, suggested actions, and a proposed reply
  4. A new task is created in Todoist with that information
  5. If the email is later unstarred, its task is automatically closed
What you get

Tasks already summarized and ready to act on

Every unread email in your inbox turns into a Todoist task with a summary, suggested actions, and a drafted reply waiting for you.

What you get

A Todoist task for each new email, complete with a summary, action steps, and a drafted reply.

What you need

A Gmail account, a Todoist account, and an OpenAI API key.

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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