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Automation Breakdown · n8n Workflow

Inbox Labeler & Reply Assistant

An hourly Gmail triage engine. It guarantees the label system exists, has Claude classify every new email, files and archives accordingly, pre-drafts replies for anything that needs one, and once a day, sweeps aged Awaiting Reply threads to close them out or draft a nudge.

31 nodes

2 triggers · hourly + manual

3 Claude calls

3 stages

True AI automation isn’t one clever workflow. It takes 20 to 40 workflows working together to make a real impact on a business. That’s what we do: a Rolodex of 100+ automations across different CRMs and platforms, ready to be custom-built for your specific CRM and software stack.

The Workflow

Scroll sideways · click any node for its explanation

true

false

true

loop

true

loop

true

false

Inbox Labeler & Reply Assistant

What it does (hourly): ensures all labels exist, classifies new mail with Claude, applies labels, archives noise, drafts replies.

Two modes, one toggle

simple: Needs Reply · Needs Review · Not Important. detailed: full taxonomy + the daily sweep.

Awaiting Reply sweep (detailed mode only)

Runs once a day at sweepHour: closes out replied threads, drafts a nudge for silent ones.

▶

Manual Test Trigger

◔

Hourly Schedule Trigger

{ }

Setup Config

set variables

M

Fetch Existing Labels

getAll: label

{ }

Compute Missing Labels

diff vs config

⇄

Has Missing Labels?

if

{ }

Split Missing Labels

one item each

M

Create Missing Label

create: label

{ }

After Label Creation

merge back

M

Fetch Label Map

getAll: label

{ }

Build Label Map

name → id

M

Fetch New Emails

getAll: message

{ }

Prepare Classification

build prompt

A\

Classify Emails

message: text

{ }

Parse Classifications

JSON → items

M

Apply Labels

addLabels: message

⇄

Should Archive?

if

M

Archive Email

removeLabels: message

{ }

Filter Draft Candidates

needs reply only

↻

Loop Draft Candidates

batch of 1

A\

Draft Reply

message: text

{ }

Extract Draft Body

clean text

M

Create Reply Draft

create: draft

{ }

Should Run Sweep?

check hour + mode

⇄

Run Sweep?

if

M

Fetch Aged Awaiting Reply

getAll: message

{ }

Unique Threads

dedupe

↻

Loop Threads

batch of 1

M

Get Thread

get: thread

{ }

Assess Thread

who spoke last?

⇄

Thread Replied?

if

M

Remove Awaiting Reply

removeLabels: thread

M

Mark Actioned

addLabels: thread

A\

Draft Nudge

message: text

{ }

Extract Nudge Body

clean text

M

Create Nudge Draft

create: draft

M

Mark Nudged

addLabels: thread

◈

The workflow at a glance

Click any node on the canvas to see exactly what it does. The flow reads left to right: label guarantee, then Claude classification, then the daily Awaiting-Reply sweep.

Gmail operation

Code / transform

Branch (if)

Claude (AI)

Loop

Trigger

How It Works

Three stages, every hour

01 · Label Guarantee

Setup & label map

Both triggers land in Setup Config, which holds the mode toggle and settings. The flow fetches every existing Gmail label, diffs it against the required set, and, only if any are missing, splits them out and creates each one. It then re-fetches labels and builds a name → labelId map every downstream node uses.

02 · Classify & Triage

Claude sorts the inbox

New emails are fetched and batched into one Classify Emails prompt. Parsed results fan out three ways: Apply Labels tags every message; Should Archive? pulls noise out of the inbox; and draft candidates loop through a second Claude call that writes a reply, saved as a Gmail draft on the thread, never auto-sent.

03 · Awaiting-Reply Sweep

Nothing slips through

Once a day (detailed mode only), the sweep pulls threads still labeled Awaiting Reply past the age threshold. Each thread is re-read and assessed: if the other side replied, the label is removed and the thread marked actioned; if not, Claude drafts a polite follow-up nudge and the thread is marked nudged so it isn't nudged twice.

Two modes · one toggle

simple keeps three labels, Needs Reply · Needs Review · Not Important. detailed expands the taxonomy and unlocks the daily Awaiting-Reply sweep. One value in Setup Config switches everything.

Safety rails

The assistant never sends mail, every reply and nudge lands as a draft for human review. Archiving only removes the INBOX label; nothing is deleted. Marker labels (Actioned, Nudged) make every run idempotent.

Next example: Gmail Daily Digest →

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