AI Agent
Agent that uses LLM for responding to emails, using a backstory and goal prompt.
AI Email Assistant for Gmail
Automate Gmail inbox management with an AI agent that reads incoming emails, leverages your knowledge base to craft professional replies, and can send, label, or remove labels from emails. Streamline your email workflow and ensure timely, consistent responses.
Flows
How the AI Flow works
- Detect Incoming Emails.
- Monitors Gmail for new incoming messages to trigger the workflow.
- Retrieve Knowledge Base Information.
- Fetches relevant information from internal documents to inform email responses.
- Generate AI-Powered Replies.
- Uses an AI agent to draft professional, context-aware responses to incoming emails.
- Automate Email Actions.
- Automatically sends replies, adds or removes labels from emails, and manages inbox organization.
- Display Responses.
- Shows the AI-generated email responses for user review or direct sending.
Prompts used in this flow
Components used in this flow
Below is a complete list of all components used in this flow to achieve its functionality. Components are the building blocks of every AI Flow. They allow you to create complex interactions and automate tasks by connecting various functionalities. Each component serves a specific purpose, such as handling user input, processing data, or integrating with external services.
Gmail New Message Trigger
The Gmail New Message Trigger component starts your workflow automatically whenever a new email is received in your Gmail inbox. Instantly capture incoming messages, sender, recipient, and file attachments to power responsive, automated flows.
AI Agent
The AI Agent component in FlowHunt empowers your workflows with autonomous decision-making and tool-using capabilities. It leverages large language models and connects to various tools to solve tasks, follow goals, and provide intelligent responses. Ideal for building advanced automations and interactive AI solutions.
Chat Output
Discover the Chat Output component in FlowHunt—finalize chatbot responses with flexible, multi-part outputs. Essential for seamless flow completion and creating advanced, interactive AI chatbots.
Create New Email
Automate email creation with the Send Email component—compose and send emails via Gmail directly within your workflows. Easily set recipients, subject, body, CC/BCC, attachments, and choose to send as reply or draft. Perfect for integrating communication into automated processes.
Add Label to Email
Automate your email workflow by applying labels to Gmail messages with the Add Label to Email component. Instantly organize emails by assigning existing or new labels, streamlining inbox management and task automation in your flows.
Remove Label from Email
Easily automate your email workflows by removing labels from Gmail messages with the Remove Label from Email component. This tool updates emails to remove specified labels, streamlining inbox management and enabling seamless integration with other automation steps.
Document Retriever
FlowHunt's Document Retriever enhances AI accuracy by connecting generative models to your own up-to-date documents and URLs, ensuring reliable and relevant answers using Retrieval-Augmented Generation (RAG).
Flow description
Purpose and benefits
Overview
This workflow automates the handling and response of incoming emails in Gmail using an AI-powered agent, document retrieval for knowledge-based answers, and Gmail management tools (send, label, unlabel). It is designed to streamline email processing, provide consistent and knowledge-grounded replies, and scale email operations with minimal human intervention.
How the Workflow Operates
1. Trigger: New Email Received
- The workflow begins when a new email message is received in the connected Gmail account.
- This event acts as the input and passes the message to the AI agent for processing.
2. AI Agent: Email Assistant
- The core of the workflow is an AI Agent configured with the backstory of a “mail manager” and the explicit goal:
“You are an email assistant in charge of responding to incoming emails in a professional and calm manner using the knowledge base given to you in the document retriever tool.” - The agent receives the content of the new email as its prompt.
Tools Connected to the Agent
The agent is enhanced with several tools, enabling it to take actions beyond generating text:
- Send Email Tool: Allows the agent to draft and send replies directly via Gmail.
- Add Label Tool: Lets the agent organize or categorize emails by adding labels.
- Remove Label Tool: Gives the agent the ability to unlabel emails when needed.
- Document Retriever Tool: Provides the agent access to a knowledge base, enabling it to ground its responses using up-to-date internal documentation or resources.
3. Document Retriever
- This component searches predefined knowledge sources for relevant documents based on the email content.
- It retrieves up to 3 documents per query, ensuring that responses can be informed by the latest or most relevant information.
- The agent uses this as a tool, meaning it can query the knowledge base as needed when composing a reply.
4. Gmail Tools for Email Management
- Send Email: The agent can compose and send emails, including setting recipients, subject, body, and attachments.
- Label Management: The agent can both add and remove labels to help organize and track emails automatically.
5. Output: Chat Display
- Once the agent has processed the message (including querying the knowledge base and possibly sending a reply or labeling the email), the workflow outputs the response for visibility in a chat-like interface or log.
Workflow Structure
| Stage | Action | Purpose/Benefit |
|---|---|---|
| Gmail New Message | Triggers on email arrival | Automates email intake |
| AI Agent | Reads, understands, and responds to email | Scales professional, consistent replies |
| Document Retriever | Supplies relevant knowledge to agent | Ensures factual, grounded responses |
| Send Email Tool | Allows agent to reply directly | Full automation of email replies |
| Add/Remove Label Tools | Agent organizes email with labels | Automated inbox management |
| Chat Output | Displays agent’s response | Transparency, monitoring, and further integration |
Key Benefits and Use Cases
- Scalability: Handles large volumes of inbound emails without human bottlenecks.
- Consistency: Ensures every reply is professional and based on the latest knowledge.
- Automation: Reduces manual work for support, sales, or info email addresses.
- Knowledge Integration: Taps into internal or external documentation for accurate, context-aware replies.
- Inbox Management: Automatically organizes emails with labels, helping teams stay organized.
Example Use Cases
- Customer Support: Instantly answer customer queries using up-to-date FAQs and documentation.
- Sales Inquiries: Reply to leads with tailored, knowledge-based responses and track their status with labels.
- Internal Requests: Route and answer employee questions using company policies stored in the document retriever.
Summary
This workflow represents a powerful automation pattern for email handling. By integrating Gmail with advanced AI and document retrieval, organizations can deliver fast, accurate, and professional email responses while keeping the inbox organized. This helps scale operations, improve service quality, and free up human resources for more complex tasks.
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