š¤ Autonomous Email Assistant - AI-Powered Inbox Management
Transform Your Email Workflow with Intelligent Automation
This advanced n8n workflow creates a fully autonomous email assistant that processes incoming emails through AI-powered classification, generates contextually-aware responses in your personal brand voice, and automatically organizes your inbox.
Perfect for: Professionals managing high email volumes who want to maintain response quality while saving hours each week.
šÆ What This Workflow Does
The Autonomous Email Assistant monitors your Outlook inbox and intelligently processes every incoming email through a sophisticated multi-stage pipeline:
- š·ļø Smart Classification - Automatically categorizes emails into 7 distinct types (Commercial/Spam, Internal, Meeting, Newsletter, Notifications, Urgent, Other)
- āļø AI Response Generation - Creates draft responses tailored to the email type, maintaining your unique communication style
- š
Meeting Automation - Checks your calendar availability and handles meeting requests automatically
- ā” Priority Handling - Sends Slack notifications for urgent emails requiring immediate attention
- š Inbox Organization - Files processed emails into categorized folders with AI tagging
- š Comprehensive Logging - Records all processed emails and responses in Excel for audit trails
āØ Key Features
š Dual Classification System
- Primary LLM classifier for fast categorization
- Secondary text classifier for validation
- 7 predefined categories with smart routing logic
šØ Brand Voice Integration
- Maintains consistent communication style across all responses
- Customizable writing patterns and key phrases
- Professional tone with configurable formality levels
š Intelligent Meeting Handler
- Calendar integration with availability checking
- Automatic event creation for confirmed meetings
- Suggests alternative times when unavailable
- Maintains 15-minute buffers between meetings
- Respects working hours (8:30 AM - 5:00 PM)
š¤ Human-in-the-Loop for Critical Emails
- Slack notifications for urgent messages
- Approval workflow with feedback incorporation
- Draft responses for review before sending
š„ Complete Inbox Management
- Auto-marking as read
- AI category tagging for tracking
- Organized folder archiving by email type
- Excel logging for analytics and compliance
š ļø Workflow Requirements
š Required Credentials
- Microsoft Outlook OAuth2 - Email access, calendar permissions
- Microsoft Excel 365 - For logging workbook
- OpenRouter API - GPT-5-mini model recommended
- Slack OAuth2 - Optional, for urgent notifications
š» Technical Stack
| Component | Technology |
|---|
| AI Model | OpenRouter GPT-5-mini |
| Email Provider | Microsoft Outlook |
| Data Storage | Microsoft Excel 365 |
| Notifications | Slack |
| Polling Interval | Every minute (configurable) |
āļø How It Works
Stage 1ļøā£: Email Ingestion
Microsoft Outlook Trigger monitors inbox ā Information Extractor pulls sender details
Stage 2ļøā£: Classification
Dual AI classifiers determine email category ā Routes to appropriate handler
Stage 3ļøā£: Response Generation
- General emails ā emailReplier
- Meeting requests ā AI Agent with calendar tools
- Urgent emails ā urgentReplier + Slack notification
- Others ā Context-aware handler
Stage 4ļøā£: Brand Voice Application
All responses pass through brand voice nodes for style consistency
Stage 5ļøā£: Organization
ā
Mark as read
š·ļø Apply AI category tag
š Archive to appropriate folder
š Log to Excel
šļø Customization Options
š Adjust Classification Categories
Modify the Virtual Postman categories to match your specific needs. Add industry-specific classifications or merge existing ones.
āļø Personalize Brand Voice
The embedded brand voice prompts can be completely customized:
- Update key phrases and sign-offs
- Adjust sentence length preferences
- Modify formality and tone
- Add company-specific terminology
āļø Configure Response Behaviors
- Change meeting scheduling preferences
- Update working hours
- Modify urgent email criteria
- Adjust buffer times between meetings
š Notification Preferences
- Switch Slack to email notifications
- Add multiple notification channels
- Customize urgency thresholds
š¼ Use Cases
| Role | Benefits |
|---|
| šÆ Busy Executives | Handle routine correspondence while maintaining personal touch |
| š§ Customer Support | First-line response generation with consistent brand voice |
| š° Sales Teams | Automated meeting scheduling and follow-up management |
| š Project Managers | Internal communication routing and priority handling |
| š” Consultants | Client communication management across multiple projects |
š Setup Guide
- Import Workflow - Import the JSON into your n8n instance
- Configure Credentials - Add all four required OAuth2 connections
- Create Excel Workbook - Set up "Email Automator" workbook with specified columns
- Create Outlook Folders - Add the 7 category folders to your Outlook
- Customize Brand Voice - Update the brand voice prompts with your writing style
- Test Classification - Send test emails to verify category routing
- Activate Workflow - Enable the workflow to start processing
ā ļø Important Notes
- ā” All urgent emails require human approval before sending
- š Most responses are saved as drafts for review
- š Comprehensive Excel logging enables quality assurance
- š·ļø AI tagging allows easy identification of automated processing
- š
Calendar integration respects existing commitments
š Data Privacy & Security
This workflow processes emails locally within your n8n instance. Email content is sent to OpenRouter for AI processing. Review OpenRouter's data policies and ensure compliance with your organization's data handling requirements.
š Version History
v1.0 - Initial Release
- 7-category classification system
- Brand voice integration
- Meeting automation
- Excel logging
- Slack notifications
š¬ Support & Community
For questions, customization help, or to share improvements, visit the n8n community forum. This workflow is designed to be highly customizable - adapt it to your specific needs!
Created by: Didac Fernandez Girona | AutoSolutions.ai - AI Consulting Services
Tags: email automation AI assistant outlook calendar management brand voice inbox organization meeting scheduler
