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Executive Inbox Copilot

Reclaim 2+ hours daily with an autonomous, voice-mirroring email assistant. Watches your Gmail inbox, utilizes GPT-4o to analyze sender intent and priority, automatically drafts contextual replies inside Gmail matched to your exact writing style, and alerts you via Telegram on critical threads with one-click mobile reply links.

Intermediate 8 nodes n8n 1.50+

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1. Workflow Architecture

This workflow operates as a secure, real-time asynchronous executive assistant, running continuously in the background:

mermaid
graph TD A["1: Gmail Trigger <br> (Polled Unread Emails)"] --> B["2: Workflow Settings <br> (Voice & Limits)"] B --> C["3: OpenAI Classifier <br> (Intent, Summary & Voice Draft)"] C --> D["4: Output Parser <br> (Sanitizes AI JSON)"] D --> E{"5: Create Draft?"} E -- "Yes (Requires Reply)" --> F["6: Gmail Node <br> (Create Draft in Thread)"] F --> G{"7: Send Alert?"} E -- "No" --> G G -- "Yes (Urgency >= 4)" --> H["8: Telegram Alert <br> (Executive Mobile Card)"]

  1. Gmail Inbox Watcher: Triggers on every new unread email (excluding spam, social, and promotional filters to prevent unnecessary execution runs).
  2. Workflow Settings: Sets your preferences, including your name, company name, urgency threshold (e.g. only pinging your phone for emails rated 4 or 5), and your core text-based Writing Style Guide.
  3. Analyze & Classify via AI: Sends the incoming email to OpenAI's GPT-4o-mini engine, prompting it to return a structured JSON analysis detailing urgency (1-5), category, bulleted summary, and a pre-drafted voice-aligned response.
  4. Create Gmail Draft: Integrates directly with the active email thread. Instead of sending the reply automatically (which is high risk), it compiles the AI draft and saves it as a Gmail Draft on that exact thread.
  5. Telegram Alert: Pings you via Telegram with a rich, beautifully formatted mobile executive card displaying the sender, priority score, urgency reason, bulleted summary, and the voice draft preview—complete with a deep link to the Gmail thread.

2. Setup Instructions

A. Style Guide Customization

Open the Workflow Settings node. You will see a styleGuide text variable. Customize this to teach the AI how you write:

  • Tonal rules: e.g., "Write concisely. Do not use 'Hope this email finds you well' or exclamation marks. Keep sentences under 15 words."
  • Specific scenarios: e.g., "If someone asks for a meeting, paste my booking link: [your-link]. If a client flags an issue, tell them we are on it."

B. Telegram Mobile Alerts Setup

  1. Message @BotFather on Telegram to spin up a new bot and copy the bot API Token.
  2. Search for @userinfobot to retrieve your personal numerical Telegram Chat ID.
  3. Paste these credentials into the Workflow Settings node and authorize the n8n Telegram node.

C. Gmail Node Scopes

Ensure your OAuth application or Google App Password in n8n has both:

  • gmail.readonly (for reading unread incoming mail)
  • gmail.modify / gmail.compose (for creating drafts in existing threads)