All industry playbooksThe full directory, six practices

Business brokerageSeller readiness scoring, buyer qualification, NDA triage, OM drafting CPA, CFP and accountingDocument chase, advisory opportunity detection, client and planning intake CRE brokerageOwner and tenant prospecting, lease expirations, BOV drafting CRE capital marketsBorrower sourcing from maturity signals, lender matching Property managementMaintenance triage, vendor dispatch, owner reporting, leasing Sales and outreachTurn a large contact database into individually written outreach

Workflows

Book a Call

Services Pricing Process Industry Playbooks

Business brokerage CPA, CFP and accounting CRE brokerage CRE capital markets Property management Sales and outreach

Workflows Book a Call nolanscottteam.com ↗

Automation Breakdown · Claude Skill

Gmail Inbox Cleanup

Inbox zero as a scheduled task. The browser drives Gmail itself: files every thread into its client folder, archives everything, restores only the threads that still need action, and prunes anything stale, leaving an inbox that holds nothing but live conversations awaiting a response.

2 keeper labels earn the inbox

40-day activity window

0 deletions, ever

runs on a schedule

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 step for its explanation

Never delete anything

Archive is the only removal verb. Every thread stays in All Mail and under every label it carries, the labels are the filing cabinet.

The end state

The inbox holds ONLY active threads labeled “to respond” or “awaiting reply,” with real activity inside 40 days. Everything else is filed and archived.

Only adds, never removes

The skill adds folder labels and archives, it never strips an existing label, never sends, never replies.

▶

“Clean Up Email”

on demand

◔

Scheduled Run

automatic

Ch

Confirm Account

right inbox?

Ch

Read Sidebar Labels

live, every run

M

Filing Pass

client folders

M

Bulk Archive

select all → archive

⇥

Wait for Gmail

async bulk job

M

Restore “To Respond”

move to inbox

M

Restore “Awaiting Reply”

move to inbox

{ }

Staleness Prune

40-day cutoff

{ }

Forward Prune

plumbing ≠ activity

Ch

Specialty Tag Check

group threads

Ch

Verify Zero

search proves it

{ }

Report

counts + date range

◈

The run at a glance

Click any step to see exactly what it does. The run reads left to right: file threads to their client folders, archive everything, restore the two keeper labels, prune stale threads, verify zero stragglers.

Claude in Chrome

Gmail action

Logic / rules

Wait

Trigger

How It Works

File, archive, restore, prune

01 · File First

Two label systems

Numbered workflow labels say what state a thread is in; client and topic folders say what it’s about. Before anything is archived, threads that belong to a client folder get filed there, reading the live sidebar each run, since the folder set grows as clients are added.

02 · Archive + Restore

Everything out, keepers back

The whole inbox is bulk-archived, then the two keeper labels, 1: to respond and 6: awaiting reply, are searched and moved back in. The skill waits out Gmail’s async bulk processing before restoring, so no keeper gets stranded.

03 · Prune + Verify

Only live conversations survive

Keeper threads older than 40 days get archived using the inbox’s own activity ordering (Gmail’s date search can’t express “last activity”), automation-test forwards don’t count as activity, and a final search verifies zero stragglers before the run reports its counts.

Next example: Meeting Follow-Up →

← All examples

AI · nolan scott team

Book a Call · Email Me · View all workflows · Home