AI Email Triage, Task Creation, and Reply Drafting

Customer concerns, leads, estimate requests, invoices, vendor messages, and internal updates can get buried among newsletters and low-priority email. Manual sorting and responding takes time, leading to delayed follow-ups and missed opportunities.

A Gmail-based AI triage workflow that analyzes the sender, subject, body, and attachments of each incoming message. It classifies category, urgency, and department; applies Gmail labels; creates Master Tasks records when action is needed; and prepares reply drafts for human review while routing unclear messages safely.

1. 1Gmail Trigger — detects a new incoming company email
2. 2Processed-ID Check — avoids reprocessing the same Gmail Message ID
3. 3Filter by Zapier — excludes sent, draft, spam, and empty messages
4. 4ChatGPT (OpenAI) — classifies category, urgency, department, and a short summary
5. 5Paths by Zapier — routes emails through category-specific handling
6. 6Gmail — applies the appropriate label
7. 7Google Sheets — creates a Master Tasks record when action is required
8. 8Gmail — prepares a reply draft for human review when appropriate
9. 9Manual Review / Error Log — handles unclear classifications and failures

• Organizes incoming company email automatically
• Brings urgent customer concerns, new leads, and estimate requests to attention faster
• Turns actionable messages into trackable tasks without duplicate records
• Creates professional reply drafts for human review
• Keeps urgent and unclear messages visible instead of hiding them
• Does not automatically send replies or delete messages