Microsoft Outlook AI Email Assistant

Microsoft Outlook AI Email Assistant automates email categorization and prioritization, enhancing productivity by analyzing incoming messages using AI. It integrates with Monday.com and Airtable to maintain an updated contact list, ensuring accurate context for email responses. This workflow runs on a schedule, efficiently managing flagged emails and applying custom categories, ultimately streamlining communication and improving response times.

7/4/2025
28 nodes
Complex
schedulecomplexsticky notemicrosoftoutlooklangchainschedule triggermondaycomairtablemarkdownsplitinbatchesautomationadvancedlogicconditionalcron
Categories:
Communication & MessagingProject ManagementData Processing & AnalysisSchedule TriggeredComplex Workflow
Integrations:
Sticky NoteMicrosoftOutlookLangChainSchedule TriggerMondayComAirtableMarkdownSplitInBatches

Target Audience

This workflow is designed for:
- Business Professionals who manage a high volume of emails and need to categorize and prioritize them efficiently.
- Customer Support Teams looking to streamline responses to client inquiries by automating email analysis.
- Sales Teams that require quick access to contact information and relevant categorization to follow up on leads effectively.
- Project Managers who need to ensure that critical emails are flagged and addressed promptly.
- Administrative Assistants who handle scheduling and communication, ensuring important emails are not overlooked.

Problem Solved

This workflow addresses the challenge of managing a large influx of emails by automating the categorization and prioritization process. It eliminates the manual effort required to filter through emails, ensuring that:
- Flagged and categorized emails are automatically identified and processed accordingly.
- Important emails are prioritized based on their content and sender, reducing the risk of missing critical communications.
- Contextual information from CRM systems is integrated, providing a comprehensive view of contacts for better decision-making.

Workflow Steps

  • Trigger the Workflow: The workflow can be initiated by clicking ‘Test workflow’ or scheduled to run automatically every 15 minutes.
    2. Fetch Emails: It retrieves a maximum of 10 emails from Microsoft Outlook that are not flagged and do not have categories assigned.
    3. Sanitize Email Content: The body of each email is converted to Markdown format for easier processing and analysis.
    4. Analyze Emails: The OpenAI Chat Model analyzes the email content, categorizing it based on predefined rules and categories.
    5. Set Categories and Importance: Depending on the analysis, emails are assigned categories and marked as high importance if necessary.
    6. Update Contacts: The workflow checks if the sender is an existing contact in the CRM and updates the contact list if needed.
    7. Integrate with Airtable: Contacts, categories, and rules are managed using Airtable to ensure the workflow remains dynamic and up-to-date.

    • Customization Guide

    Users can customize this workflow by:
    - Adjusting Email Filters: Modify the filters used in the Microsoft Outlook node to include or exclude specific criteria based on organizational needs.
    - Changing Categories: Update the categories in Airtable to reflect the current priorities and classifications relevant to your business.
    - Modifying Email Analysis Parameters: Tweak the OpenAI model parameters, such as temperature, to adjust the creativity and variability of the categorization output.
    - Updating CRM Integration: Change the integration settings for Monday.com or Airtable to align with different contact management systems.
    - Scheduling Triggers: Alter the schedule triggers to run more or less frequently, depending on the volume of incoming emails and operational requirements.