Who is this workflow for? Streamline your email management with the Microsoft Outlook AI Email Assistant. This workflow integrates seamlessly with Monday.com and Airtable to automate contact synchronization and leverage AI for intelligent email categorization and prioritization, enhancing your productivity and inbox organization..

What does this workflow do?

Prerequisites

  • Microsoft 365 Login Credentials
  • Provide your Office 365 credentials to connect Outlook.
  • Monday.com
  • Generate an API token and ensure you have a board containing your contact details.
  • Airtable
  • OpenAI API Key
  • Sign up for an OpenAI account and generate a new API key from the OpenAI API Keys page.

Workflow Steps

Workflow 1: Daily Contact Sync (Monday.com → Airtable)

Purpose: Maintain an up-to-date contact list in Airtable by retrieving the latest contact information from Monday.com daily.

  • Schedule Trigger
  • Initiates the workflow once a day to start the contact synchronization process.
  • Retrieve Contacts from Monday.com
  • Access the specified board and columns in Monday.com where contact details are stored.
  • Upsert Contacts in Airtable
  • Add or update the fetched contact data in Airtable’s Contacts table, ensuring daily synchronization reflects any changes from Monday.com.

Result: A consolidated and current contact list in Airtable, ready for subsequent AI email categorization.

Workflow 2: Categorize & Prioritize Outlook Emails

Purpose: Automate the processing of Outlook emails by cleaning, matching with known contacts, and leveraging AI to categorize and prioritize them effectively.

  • Get Outlook Emails with Filters
  • Trigger: Can be scheduled or manually initiated.
  • Filters Applied:
    • Emails that are not flagged.
    • Emails that are not already categorized.
  • Result: A batch of new, unprocessed emails ready for further processing.
  • Sanitize Email Content
  • Convert to Markdown: Removes HTML tags and normalizes formatting.
  • Process Messages: Allows for manual removal of signatures, disclaimers, or additional content.
  • Result: Cleaned, AI-friendly emails ready for categorization.
  • Match Contact Information
  • Loop Over Emails: Processes each email individually.
  • Contact Lookup: References Airtable’s Contacts table to identify known senders.
  • Merge Data: Enhances emails with additional contact information for better context.
  • Result: Enriched email data for accurate AI processing.
  • AI Agent Categorization & Prioritization
  • Retrieve Rules & Categories: Fetches predefined rules and categories from Airtable.
  • Analyze Email: Uses email content, sender information, and rules to generate a structured AI prompt.
  • OpenAI Processing: Generates category, subcategory, priority level, and rationale.
  • Structured Output Parser: Ensures AI responses are in valid JSON format.
  • Result: Each email is labeled, categorized, and prioritized based on AI analysis.
  • Set Outlook Category & Importance
  • Update Category: Applies the assigned category to the email in Outlook.
  • Check Priority Conditions: Marks emails as high priority if they require action or are from VIP contacts.
  • Set Importance Flag: Adjusts the email’s importance level in Outlook accordingly.
  • Result: Outlook reflects AI-generated categories and priority levels, enhancing inbox organization.

Parallel Processing: Retrieve Rules & Categories

Purpose: Ensure that the AI agent has access to the latest rules and categories by fetching them concurrently with email processing.

  • Get Rules & Categories from Airtable
  • Retrieves the latest Rules, Categories, and Delete Rules from Airtable.
  • Apply Delete Rules (Optional)
  • Removes emails that match specific delete criteria based on predefined rules.

Result: An up-to-date and dynamic rule system that ensures emails are handled according to the latest guidelines.

Final Outcome

  • Continuous Contact Updates: Automatically sync contacts from Monday.com to Airtable daily.
  • Intelligent Email Management: AI-driven workflows categorize and prioritize emails, reducing manual effort.
  • Enhanced Outlook Organization: Automatically applies categories and importance levels to emails, improving inbox efficiency.
  • Customizable Rules: Easily update and manage categorization rules through Airtable, allowing flexibility and adaptability.

🤖 Why Use This Automation Workflow?

  • Automated Contact Management: Ensure your contact list is always up-to-date without manual intervention.
  • AI-Driven Email Organization: Automatically categorize and prioritize emails, reducing inbox clutter and highlighting important messages.
  • Seamless Integration: Connects Microsoft Outlook with Monday.com and Airtable, creating a cohesive ecosystem for your business operations.

👨‍💻 Who is This Workflow For?

This workflow is ideal for professionals and businesses that:

  • Rely heavily on Microsoft Outlook for email communication.
  • Utilize Monday.com for project and contact management.
  • Use Airtable for database management and require dynamic email organization.
  • Seek to enhance productivity through automation and AI-driven insights.

🎯 Use Cases

  1. Sales Teams: Automatically sync client contacts from Monday.com to Airtable and prioritize sales inquiries in Outlook.
  2. Customer Support: Categorize and prioritize support emails based on client status and predefined rules, ensuring timely responses.
  3. Project Management: Manage project-related communications by categorizing emails according to project categories and priorities defined in Airtable.

TL;DR

The Microsoft Outlook AI Email Assistant workflow integrates Monday.com and Airtable to automate contact synchronization and utilize AI for smart email categorization and prioritization. This setup enhances productivity by ensuring your contact list is current and your inbox is efficiently organized, allowing you to focus on what matters most.

Get started with n8n
Need help with n8n?

Related

Generate SEO Keyword Search Volume Data with Google API in n8n

Discover SEO keyword data using Google API in n8n. Automate search volume analysis to enhance your SEO strategy efficiently. 

  • 414
  • 22

Transcribe and Summarize Audio Files Using GPT-4 and Notion

Streamline transcription tasks with GPT-4 and Notion. Enhance efficiency, save time, and easily summarize audio files with this powerful n8n solution. 

  • 561
  • 14

Automate Financial Transactions Using Wise in n8n

Simplify transactions, save time, and ensure accuracy with the Wise integration in n8n. Automate your financial processes seamlessly. 

  • 537
  • 18

Help us find the best n8n templates

About

A curated directory of the best n8n templates for workflow automations.

Navigation

Submit