Email mailbox as Todoist tasks

For Todoist, this automated workflow transforms emails from Gmail into actionable tasks, enhancing productivity by summarizing messages and proposing next steps. It efficiently manages starred and unread emails, ensuring no important tasks are overlooked while streamlining task creation and closure based on email interactions.

7/8/2025
25 nodes
Complex
schedulecomplexgmaillangchaintodoistemailreadimapschedule triggernoopsticky noteautomationadvancedlogicconditionalemailnotificationcron
Categories:
Communication & MessagingSchedule TriggeredComplex WorkflowProject Management
Integrations:
GmailLangChainTodoistEmailReadImapSchedule TriggerNoOpSticky Note

Target Audience

This workflow is ideal for professionals and teams who manage multiple tasks and communications via email, particularly those who use Gmail and Todoist for task management. It is especially beneficial for:
- Project Managers: Who need to track tasks and emails effectively.
- Marketing Teams: Who handle numerous client communications and need to convert emails into actionable tasks.
- Freelancers: Who juggle various projects and require a streamlined method to manage tasks derived from client emails.
- Administrative Staff: Who oversee scheduling and task assignments based on email communications.

Problem Solved

This workflow automates the process of converting important emails into tasks in Todoist, ensuring that no critical communication is overlooked. It addresses the following issues:
- Email Overload: Helps users manage their inbox by marking emails as read and starring important ones.
- Task Management: Automatically creates tasks from starred or unread emails, reducing manual entry and potential oversight.
- Time Efficiency: Saves time by summarizing email content and proposing actions, allowing users to respond quickly and effectively.

Workflow Steps

  • Trigger the Workflow: The process starts when a user manually triggers the workflow or when a scheduled time arrives.
    2. Fetch Emails: The workflow retrieves unread and starred emails from the user's Gmail inbox.
    3. Mark Emails: It marks these emails as read and adds a star for easy identification.
    4. Check Existing Tasks: The workflow checks Todoist for existing tasks related to the fetched emails to avoid duplicates.
    5. Summarize Emails: For each email, the workflow summarizes its content and suggests actions and responses using LangChain's AI model.
    6. Create Todoist Tasks: If no corresponding task exists, a new task is created in Todoist with the email's subject as the task name and the summary as the description.
    7. Close Tasks: If an email is unstarred, the associated Todoist task is closed, indicating that it has been addressed.

    • Customization Guide

    Users can customize this workflow in several ways:
    - Email Filters: Adjust the filters in the Gmail nodes to focus on specific labels or types of emails.
    - Task Details: Modify the task content and description format in the Todoist node to suit specific project needs or personal preferences.
    - AI Model Settings: Change the AI model used for summarization to better fit the complexity or style of the emails being processed.
    - Schedule Triggers: Set up custom schedules for when the workflow should run, ensuring it fits seamlessly into the user's routine.