AI Email Organizer for GMail - Advanced Email Management & Sorting

Video Introduction

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Transform your messy inbox into a calm, organized command center - in minutes - using this ready-to-use n8n automation!

Tired of your Gmail looking like this?

With this template, you can have this instead:

What does this automation do?

AI-powered categorization:** Every new email is analyzed with OpenRouter AI and sorted into categories you define (like Orders, Support, Invoices, Urgent, etc.). Instant color-coded labels:** The workflow creates and applies Gmail labels with custom colors, so you can spot important messages at a glance. Supports Gmail’s Multiple Inboxes:** Display different categories in their own sections—see what matters most right away. Flexible and customizable:** You control the categories and definitions using a simple Google Sheet.

How it works – Step by Step

See the full setup & demo:

Copy the Template
Open the n8n workflow template and click Use for free. Log in (or sign up) for n8n Cloud for the quickest start.

Customize Your Categories in Google Sheets
Use the provided Google Sheets template linked in the workflow notes. Go to File → Make a copy to your own Drive. Edit the categories and their definitions for your business.

Example:

Add categories like “Existing Order Questions,” define each one to guide the AI, and copy your Google Sheet’s URL into the workflow config node.

Connect AI with OpenRouter
Go to OpenRouter.ai, log in, and generate a new API key. Paste your API key into the workflow where prompted.

Test and Activate the Workflow
Connect your Gmail account to n8n. Hit “Test Workflow”—watch as the AI processes your latest emails and applies labels automatically.

Labels will appear instantly in Gmail, and any missing ones are created by the automation.

Schedule Automatic Runs
Switch workflow status to Active in n8n. Set the scheduler trigger—most people use hourly, but you can use crontab.guru for custom times (like only business hours).

Tips for Best Results

Color Code Your Labels:**
In Gmail, you can assign colors to labels—set high-priority categories (like “Customer Complaints”) to a bright color to stand out.

Upgrade Your Gmail View:**
Enable Multiple Inboxes in Gmail’s settings and set up sections for your key categories. Example search queries: in:inbox label:customer-complaints OR label:urgent-emails in:inbox label:existing-order-questions in:inbox label:support-requests

Why Use This?

Get rid of inbox chaos for good - no more lost emails or missed deadlines Fully customize the system to your business with just a Google Sheet Works with zero coding - set up in 10-15 minutes Flexible: add auto-replies, draft suggestions, and more as you grow