Email AI Agent (with Step by Step Video)

The workflow JSON

Copy or download the full n8n JSON below. Paste it into a new n8n workflow, add your credentials, activate. Full import guide →

{
  "meta": {
    "templateCredsSetupCompleted": true
  },
  "nodes": [
    {
      "id": "05d9f7e7-732e-43cf-8fe9-c39d93a883b5",
      "name": "New Email Trigger",
      "type": "n8n-nodes-base.gmailTrigger",
      "position": [
        -160,
        -96
      ],
      "parameters": {
        "simple": false,
        "filters": {},
        "options": {},
        "pollTimes": {
          "item": [
            {
              "mode": "everyMinute"
            }
          ]
        }
      },
      "credentials": {
        "gmailOAuth2": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1.3
    },
    {
      "id": "a0e24a38-97a2-4ebb-afb3-e85acb45f4d6",
      "name": "Get Knowledge Base Data",
      "type": "n8n-nodes-base.dataTable",
      "position": [
        48,
        -96
      ],
      "parameters": {
        "limit": 1,
        "operation": "get",
        "dataTableId": {
          "__rl": true,
          "mode": "list",
          "value": "Djak2vyNWRaYyTiZ",
          "cachedResultUrl": "/projects/GIJbF9oCBpV0HnTo/datatables/Djak2vyNWRaYyTiZ",
          "cachedResultName": "Customer Support Knowledge Base"
        }
      },
      "typeVersion": 1
    },
    {
      "id": "6519b2ee-0531-486e-9617-c44e698c87b3",
      "name": "Get Gmail Labels List",
      "type": "n8n-nodes-base.gmail",
      "position": [
        256,
        -96
      ],
      "parameters": {
        "resource": "label",
        "returnAll": true
      },
      "credentials": {
        "gmailOAuth2": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2.1
    },
    {
      "id": "af7c86e5-b053-4249-a0ad-706ea44b0f91",
      "name": "Aggregate Labels Data",
      "type": "n8n-nodes-base.aggregate",
      "position": [
        464,
        -96
      ],
      "parameters": {
        "include": "specifiedFields",
        "options": {},
        "aggregate": "aggregateAllItemData",
        "fieldsToInclude": "id,name",
        "destinationFieldName": "labels"
      },
      "typeVersion": 1
    },
    {
      "id": "a1b8fbb2-7734-4fad-bcf6-63024c4973d1",
      "name": "Email Categorization AI Agent",
      "type": "@n8n/n8n-nodes-langchain.agent",
      "position": [
        672,
        -96
      ],
      "parameters": {
        "text": "=You are an email assistant for Dunder Mifflin Paper Company (Scranton branch). Your job is to process incoming emails by categorizing them and, when appropriate, drafting helpful responses.\n\n## Your Tasks\n\n### Task 1: Categorize the Email\n\nDetermine if the email fits one of these categories:\n\n- \"existing_order\" - Questions about orders already placed (status, tracking, changes, delivery issues)\n- \"quote_request\" - Requests for pricing or quotes on products\n- \"none\" - Does not fit either category\n\n### Task 2: Draft a Response (if appropriate)\n\nDraft a response ONLY if:\n\n- The question can be answered using the knowledge base provided\n- The email is NOT a complaint, billing dispute, or request for manager\n- You have enough information to give a useful response\n\nIf you cannot provide a useful response (missing information, needs human judgment, outside your knowledge), set draft_response to null.\n\n## Knowledge Base\n\nFind the knowledge base below.\n\n## Label IDs\n\n  - Find the Label IDs together with their names below. ONLY add one label and ONLY write the id of that in any tool call.\n\n## Draft Link Information\n\nAfter you create a draft, you will get the draft message id. Then you need to create a link like this:\nhttps://mail.google.com/mail/u/0/#drafts?compose={draft_message_id}\n\nAnd send this as a Telegram notification using the correct tool. ALWAYS SEND IT!\n\n*Label names and IDs*:\n{{ JSON.stringify($json.labels) }}\n\nFull Knowledge Base:\n{{ $('Get Knowledge Base Data').item.json.knowledge_base }}\n\nThe Email to process:\nID: {{ $('New Email Trigger').item.json.id }}\nThread ID:{{ $('New Email Trigger').item.json.threadId }}\nSubject: {{ $('New Email Trigger').item.json.subject }}\nText: {{ $('New Email Trigger').item.json.text }}\n",
        "options": {},
        "promptType": "define"
      },
      "typeVersion": 2.2
    },
    {
      "id": "e41713e6-a016-48ce-8beb-f779113f00bc",
      "name": "OpenAI Chat Model",
      "type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
      "position": [
        608,
        128
      ],
      "parameters": {
        "model": {
          "__rl": true,
          "mode": "list",
          "value": "gpt-5.1",
          "cachedResultName": "gpt-5.1"
        },
        "options": {}
      },
      "credentials": {
        "openAiApi": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1.2
    },
    {
      "id": "d051c34c-f150-4d55-9081-85a9785f1855",
      "name": "Create a draft in Gmail",
      "type": "n8n-nodes-base.gmailTool",
      "position": [
        1024,
        128
      ],
      "parameters": {
        "message": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Message', ``, 'string') }}",
        "options": {
          "sendTo": "={{ $('New Email Trigger').item.json.from.value[0].address }}",
          "threadId": "={{ $('New Email Trigger').item.json.threadId }}"
        },
        "subject": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Subject', ``, 'string') }}",
        "resource": "draft"
      },
      "credentials": {
        "gmailOAuth2": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2.1
    },
    {
      "id": "9232f3c7-6c4e-496c-8011-2dbfb0a36d30",
      "name": "Add label to message in Gmail",
      "type": "n8n-nodes-base.gmailTool",
      "position": [
        896,
        128
      ],
      "parameters": {
        "labelIds": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Label_Names_or_IDs', ``, 'string') }}",
        "messageId": "={{ $('New Email Trigger').item.json.id }}",
        "operation": "addLabels"
      },
      "credentials": {
        "gmailOAuth2": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2.1
    },
    {
      "id": "2a40a82a-0e15-43b8-aefb-75f283ca8f65",
      "name": "Send a text message in Telegram",
      "type": "n8n-nodes-base.telegramTool",
      "position": [
        768,
        128
      ],
      "parameters": {
        "text": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Text', ``, 'string') }}",
        "chatId": "1234567890",
        "additionalFields": {}
      },
      "credentials": {
        "telegramApi": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1.2
    },
    {
      "id": "doc-note-1769185385297",
      "name": "Workflow Description",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -860,
        -246
      ],
      "parameters": {
        "width": 600,
        "height": 1043,
        "content": "## Workflow Overview\n\nThis workflow creates an AI-powered email assistant that automatically processes incoming Gmail messages. When a new email arrives, the AI agent categorizes it (such as \"existing_order\" or \"quote_request\"), adds the appropriate Gmail label, and drafts intelligent responses based on your company's knowledge base. You'll receive a Telegram notification with a direct link to review the draft before sending.\n\n### First Setup\n\n**Required Accounts & Credentials:**\n- Gmail account (OAuth2 connection)\n- OpenAI API account for the chat model\n- Telegram bot for notifications\n\n**Initial Configuration:**\n1. Connect your Gmail account to both the Gmail Trigger and Gmail tool nodes\n2. Create a Data Table called \"Customer Support Knowledge Base\" with your business information, pricing, policies, and common responses\n3. Set up your Telegram bot credentials\n4. Configure your OpenAI API credentials\n\n### Configuration\n\n**Knowledge Base:** Customize the Data Table with your company's information, response style guide, product details, pricing, and FAQs. This is what the AI uses to draft accurate responses.\n\n**Telegram Notifications:** Update the chat ID in the Telegram node to your own.\n\n**AI Prompt:** The prompt in the AI Agent node defines categorization rules and when to draft responses. Adjust categories and response criteria to match your needs.\n\n**Polling Frequency:** The Gmail Trigger checks every minute by default. Modify in the trigger settings if needed."
      },
      "typeVersion": 1
    },
    {
      "id": "contact-note-1769185448256",
      "name": "Creator Contact Info",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -860,
        -706
      ],
      "parameters": {
        "color": 5,
        "width": 600,
        "height": 440,
        "content": "# Contact Us:\n## Milan @ SmoothWork - [Book a Free Consulting Call](https://smoothwork.ai/book-a-call/)\n![Milan](https://gravatar.com/avatar/95700d17ba300a9f14c1b8cacf933df7720027b3adda9cbe6183d89142925422?r=pg&d=retro&size=100)\n\n\n### We help businesses eliminate busywork by building compact business tools tailored to your process.\n### Contact us for customizing this, or building similar automations.\n\n\ud83d\udce7 hello@smoothwork.ai\n\u25b6\ufe0f [Check us on YouTube](https://www.youtube.com/@vasarmilan)\n\ud83d\udcde [Book a Free Consulting Call](https://smoothwork.ai/book-a-call/)\n\ud83d\udcbc [Add me on Linkedin](https://www.linkedin.com/in/mil%C3%A1n-v%C3%A1s%C3%A1rhelyi-3a9985123/)\n"
      },
      "typeVersion": 1
    },
    {
      "id": "video-note-1769187077818",
      "name": "Video Walkthrough",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -250,
        -706
      ],
      "parameters": {
        "width": 420,
        "height": 340,
        "content": "# Video Walkthrough\n[![image.png](https://vasarmilan-public.s3.us-east-1.amazonaws.com/blog_thumbnails/thumbnail_rec5lxlsWWeV1B327.jpg)](https://www.youtube.com/watch?v=UEcE0cXlQ5g)"
      },
      "typeVersion": 1
    }
  ],
  "connections": {
    "New Email Trigger": {
      "main": [
        [
          {
            "node": "Get Knowledge Base Data",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "OpenAI Chat Model": {
      "ai_languageModel": [
        [
          {
            "node": "Email Categorization AI Agent",
            "type": "ai_languageModel",
            "index": 0
          }
        ]
      ]
    },
    "Aggregate Labels Data": {
      "main": [
        [
          {
            "node": "Email Categorization AI Agent",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Get Gmail Labels List": {
      "main": [
        [
          {
            "node": "Aggregate Labels Data",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Create a draft in Gmail": {
      "ai_tool": [
        [
          {
            "node": "Email Categorization AI Agent",
            "type": "ai_tool",
            "index": 0
          }
        ]
      ]
    },
    "Get Knowledge Base Data": {
      "main": [
        [
          {
            "node": "Get Gmail Labels List",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Add label to message in Gmail": {
      "ai_tool": [
        [
          {
            "node": "Email Categorization AI Agent",
            "type": "ai_tool",
            "index": 0
          }
        ]
      ]
    },
    "Send a text message in Telegram": {
      "ai_tool": [
        [
          {
            "node": "Email Categorization AI Agent",
            "type": "ai_tool",
            "index": 0
          }
        ]
      ]
    }
  }
}

Credentials you'll need

Each integration node will prompt for credentials when you import. We strip credential IDs before publishing — you'll add your own.

• gmailOAuth2
• openAiApi
• telegramApi

About this workflow

[](https://www.youtube.com/watch?v=UEcE0cXlQ5g)

Source: https://n8n.io/workflows/12955/ — original creator credit. Request a take-down →

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