Sven Flätchen This workflow corresponds to n8n.io template #15267 — we link there as the canonical source.
This workflow follows the Gmail → Gmail Trigger recipe pattern — see all workflows that pair these two integrations.
The workflow JSON
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{
"meta": {
"templateCredsSetupCompleted": false
},
"name": "Create smenso Task from Gmail with automatic Project Assignment",
"tags": [],
"nodes": [
{
"id": "b89f6d4c-b44d-4bca-b16f-2687c664bd31",
"name": "Gmail Trigger",
"type": "n8n-nodes-base.gmailTrigger",
"position": [
-720,
224
],
"parameters": {
"filters": {
"q": "subject:\"smenso Task\" is:unread"
},
"pollTimes": {
"item": [
{
"mode": "everyMinute"
}
]
}
},
"typeVersion": 1
},
{
"id": "c6211bd8-5f49-4c23-a042-3154d43c7bbc",
"name": "Note \u2013 Gmail Trigger",
"type": "n8n-nodes-base.stickyNote",
"position": [
-768,
-240
],
"parameters": {
"color": 5,
"width": 220,
"height": 364,
"content": "### 1\ufe0f\u20e3 Gmail Trigger\nPolls your Gmail inbox **every minute** for unread emails with subject containing **\"smenso Task\"**.\n\n**Setup:** Connect your Gmail account via OAuth2."
},
"typeVersion": 1
},
{
"id": "6f61ae07-e7c0-45f6-93d5-3467db31a8e8",
"name": "Filter by Sender Domain",
"type": "n8n-nodes-base.filter",
"position": [
-480,
224
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 1,
"leftValue": "",
"caseSensitive": false,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "0caffa85-7e3f-4704-a24f-8bf5d9d345a2",
"operator": {
"type": "string",
"operation": "contains"
},
"leftValue": "={{ $json.from.value[0].address }}",
"rightValue": "@YOUR-DOMAIN.com"
}
]
}
},
"typeVersion": 2
},
{
"id": "d2b0c69c-c41e-4fec-b37a-0ba88963d63d",
"name": "Note \u2013 Filter",
"type": "n8n-nodes-base.stickyNote",
"position": [
-528,
-240
],
"parameters": {
"color": 5,
"width": 220,
"height": 368,
"content": "### 2\ufe0f\u20e3 Filter by Sender Domain\nOnly processes emails from **trusted senders**.\n\n**Setup:** Replace `@YOUR-DOMAIN.com` with your company email domain.\n\n\ud83d\udca1 Remove this node to accept emails from anyone."
},
"typeVersion": 1
},
{
"id": "7a54335e-1c8b-4880-9df0-0b1c149f27b0",
"name": "Get All Projects",
"type": "n8n-nodes-smenso.smenso",
"position": [
-240,
224
],
"parameters": {},
"typeVersion": 1
},
{
"id": "c32ea57f-25c7-441c-a09a-e0d091793bd8",
"name": "Note \u2013 Get Projects",
"type": "n8n-nodes-base.stickyNote",
"position": [
-288,
-240
],
"parameters": {
"color": 5,
"width": 220,
"height": 364,
"content": "### 3\ufe0f\u20e3 Get All Projects\nFetches all active projects from your **smenso workspace** to enable automatic keyword matching.\n\n**Setup:** Connect your smenso API credentials."
},
"typeVersion": 1
},
{
"id": "ecdb9619-adeb-4bb0-8580-989a2222b4a5",
"name": "Match Project by Keyword",
"type": "n8n-nodes-base.code",
"position": [
0,
224
],
"parameters": {
"jsCode": "const subject = $('Gmail Trigger').item.json.subject ?? '';\nconst body = $('Gmail Trigger').item.json.text ?? $('Gmail Trigger').item.json.snippet ?? '';\nconst sender = $('Gmail Trigger').item.json.from?.value?.[0]?.address ?? '';\n\nconst keywordMatch = subject.match(/\\[([^\\]]+)\\]/);\nconst keyword = keywordMatch ? keywordMatch[1].toLowerCase() : '';\n\nconst title = subject\n .replace(/smenso Task/i, '')\n .replace(/\\[[^\\]]+\\]/g, '')\n .replace(/^[:\\s]+/, '')\n .trim() || 'New Task from Email';\n\nconst projects = items.map(i => i.json);\nconst matchedProject = projects.find(p =>\n keyword && (p.title ?? p.name ?? '').toLowerCase().includes(keyword)\n);\n\nconst defaultProjectId = 'YOUR_DEFAULT_PROJECT_ID_HERE';\nconst projectId = matchedProject?.id ?? defaultProjectId;\nconst projectName = matchedProject?.title ?? matchedProject?.name ?? 'Default Project';\n\nreturn [{\n json: {\n title,\n description: `From: ${sender}\\n\\n${body}`,\n projectId,\n projectName,\n sender\n }\n}];"
},
"typeVersion": 2
},
{
"id": "87fbd0ee-7abd-419c-b7ee-04e64471becd",
"name": "Note \u2013 Match Project",
"type": "n8n-nodes-base.stickyNote",
"position": [
-48,
-240
],
"parameters": {
"color": 5,
"width": 220,
"height": 360,
"content": "### 4\ufe0f\u20e3 Match Project by Keyword\nExtracts a **keyword** from the email subject and finds the matching smenso project.\n\n**Email format:**\n`smenso Task [Keyword]: Task Title`\n\n**Setup:** Replace `YOUR_DEFAULT_PROJECT_ID_HERE` with your fallback project ID.\n\n\ud83d\udca1 Find your Project ID: run smenso \u2192 Project \u2192 Get Many \u2192 copy the `id`."
},
"typeVersion": 1
},
{
"id": "4a97b72c-3888-426e-a4c3-7c773f94a39e",
"name": "Create smenso Task",
"type": "n8n-nodes-smenso.smenso",
"position": [
240,
224
],
"parameters": {
"title": "={{ $json.title }}",
"resource": "task",
"operation": "create",
"projectId": "={{ $json.projectId }}",
"additionalFields": {
"description": "={{ $json.description }}"
}
},
"typeVersion": 1
},
{
"id": "f8038ea9-318c-478c-b75c-8a14209db5e2",
"name": "Note \u2013 Create Task",
"type": "n8n-nodes-base.stickyNote",
"position": [
192,
-240
],
"parameters": {
"color": 5,
"width": 220,
"height": 370,
"content": "### 5\ufe0f\u20e3 Create smenso Task\nCreates a new task in the **matched smenso project** using the email subject as title and email body as description."
},
"typeVersion": 1
},
{
"id": "b103d6e4-d23f-4afb-9448-3b799e4d7e85",
"name": "Send Confirmation Reply",
"type": "n8n-nodes-base.gmail",
"position": [
480,
224
],
"parameters": {
"message": "=Hi,\n\nYour task has been successfully created in smenso!\n\nTask: {{ $('Match Project by Keyword').item.json.title }}\nProject: {{ $('Match Project by Keyword').item.json.projectName }}\n\nYou can view it at: https://YOUR_WORKSPACE.smenso.cloud\n\nBest regards,\nyour smenso Automation",
"options": {},
"messageId": "={{ $('Gmail Trigger').item.json.id }}",
"operation": "reply"
},
"typeVersion": 2.1
},
{
"id": "47178354-ae2b-44f3-ba5a-be7f2c7b01cd",
"name": "Note \u2013 Reply",
"type": "n8n-nodes-base.stickyNote",
"position": [
432,
-240
],
"parameters": {
"color": 5,
"width": 220,
"height": 370,
"content": "### 6\ufe0f\u20e3 Send Confirmation Reply\nSends an **automatic reply** to the email sender confirming that the task was created, including the task title and project name.\n\n**Setup:** Replace `YOUR_WORKSPACE` with your smenso subdomain (e.g. if your workspace is `acme.smenso.cloud`, replace it with `acme`)."
},
"typeVersion": 1
},
{
"id": "24ec584b-9387-4d92-aadf-d356933e8cc5",
"name": "Mark as Read",
"type": "n8n-nodes-base.gmail",
"position": [
720,
224
],
"parameters": {
"messageId": "={{ $('Gmail Trigger').item.json.id }}",
"operation": "markAsRead"
},
"typeVersion": 2.1
},
{
"id": "b6ab176e-a7ac-4383-be97-a353f8f0b145",
"name": "Note \u2013 Mark Read",
"type": "n8n-nodes-base.stickyNote",
"position": [
672,
-240
],
"parameters": {
"color": 5,
"width": 220,
"height": 376,
"content": "### 7\ufe0f\u20e3 Mark as Read\nMarks the processed email as **read** so it won't be picked up again in the next poll cycle."
},
"typeVersion": 1
},
{
"id": "790ca13e-71c0-4615-9c78-684b3c236767",
"name": "README",
"type": "n8n-nodes-base.stickyNote",
"position": [
-432,
448
],
"parameters": {
"color": 6,
"width": 964,
"height": 380,
"content": "## \ud83d\udce7 Create smenso Task from Gmail with automatic Project Assignment\n\n**What this workflow does:**\nMonitors Gmail for emails with subject **\"smenso Task\"**, automatically assigns the task to the right smenso project based on a keyword in the subject line, sends a confirmation reply to the sender, and marks the email as read.\n\n**Quick setup:**\n1. Connect **Gmail** credentials\n2. Connect **smenso API** credentials\n3. Replace `@YOUR-DOMAIN.com` in the Filter node (e.g. `@smenso.de`)\n4. Replace `YOUR_DEFAULT_PROJECT_ID_HERE` in the Match Project node\n5. Replace `YOUR_WORKSPACE` in the Send Confirmation Reply node\n\n**How to send a task by email:**\n- Subject: `smenso Task [Marketing]: Create campaign brief`\n- Body: Task description\n\nThe keyword in `[ ]` is matched to a smenso project name automatically."
},
"typeVersion": 1
}
],
"active": false,
"settings": {
"binaryMode": "separate",
"executionOrder": "v1"
},
"connections": {
"Gmail Trigger": {
"main": [
[
{
"node": "Filter by Sender Domain",
"type": "main",
"index": 0
}
]
]
},
"Get All Projects": {
"main": [
[
{
"node": "Match Project by Keyword",
"type": "main",
"index": 0
}
]
]
},
"Create smenso Task": {
"main": [
[
{
"node": "Send Confirmation Reply",
"type": "main",
"index": 0
}
]
]
},
"Filter by Sender Domain": {
"main": [
[
{
"node": "Get All Projects",
"type": "main",
"index": 0
}
]
]
},
"Send Confirmation Reply": {
"main": [
[
{
"node": "Mark as Read",
"type": "main",
"index": 0
}
]
]
},
"Match Project by Keyword": {
"main": [
[
{
"node": "Create smenso Task",
"type": "main",
"index": 0
}
]
]
}
}
}
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About this workflow
Create smenso Task from Gmail with automatic Project Assignment
Source: https://n8n.io/workflows/15267/ — original creator credit. Request a take-down →
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