1. Introduction

Problem:
Manually organizing emails is time-consuming.
Solution:
Using n8n, we can auto-tag emails based on keywords or AI analysis. This helps with faster processing, prioritization, and better data management.

Use cases:

• Prioritize client support tickets
• Route sales leads to the right team
• Organize newsletters, promotions, and personal mails automatically

2. How it Works

Workflow overview:

New Email arrives → Analyze content → Identify keyword → Assign tag → Update email

You can set up:

• Static keyword detection (if email includes “invoice” → tag = “Finance”)
• AI-powered detection (optional: using OpenAI or Hugging Face for classification)

3. Required Tools

• Email node (IMAP or Gmail integration)
• IF node (to check for keywords)
• Set node (to assign tags)
• Optional: NLP service (like OpenAI) for intelligent tagging
• Gmail/IMAP node (to modify or label emails)

4. Step-by-Step Setup

Step 1: Trigger — Get New Email

• Node: Email Trigger (IMAP/POP3 or Gmail trigger)

Settings:

• Monitor inbox
• Check for unread emails

Step 2: Analyze Email Content

• Node: IF node
• Condition: Check if email body/subject contains certain words

Example:

• If subject includes “invoice” ➔ Tag = Finance
• If subject includes “job application” ➔ Tag = HR
• If body mentions “urgent” ➔ Tag = Priority

Step 3: Set Tag

• Node: Set node
• Create a new field tag and set the value based on the matched condition.

Step 4: Apply Label

• Node: Gmail node (modify email) OR update a database record
• Apply the label or save the result.

Optional (Advanced):

Use OpenAI Node to automatically classify content using AI.

Prompt Example:

Classify this email into one of the categories: [Finance, HR, Support, Marketing, Personal].

JSON Code for n8n

Here’s a basic auto-tagging flow you can import into n8n directly:

{
  "nodes": [
    {
      "parameters": {
        "format": "resolved",
        "options": {}
      },
      "id": "EmailTrigger",
      "name": "IMAP Email Trigger",
      "type": "n8n-nodes-base.emailReadImap",
      "typeVersion": 1,
      "position": [250, 300]
    },
    {
      "parameters": {
        "conditions": {
          "string": [
            {
              "value1": "={{$json[\"subject\"]}}",
              "operation": "contains",
              "value2": "invoice"
            }
          ]
        }
      },
      "id": "IF_Invoice",
      "name": "Check for Invoice",
      "type": "n8n-nodes-base.if",
      "typeVersion": 1,
      "position": [500, 300]
    },
    {
      "parameters": {
        "values": {
          "string": [
            {
              "name": "tag",
              "value": "Finance"
            }
          ]
        }
      },
      "id": "Set_Tag_Invoice",
      "name": "Set Finance Tag",
      "type": "n8n-nodes-base.set",
      "typeVersion": 1,
      "position": [750, 200]
    },
    {
      "parameters": {
        "values": {
          "string": [
            {
              "name": "tag",
              "value": "General"
            }
          ]
        }
      },
      "id": "Set_Tag_General",
      "name": "Set General Tag",
      "type": "n8n-nodes-base.set",
      "typeVersion": 1,
      "position": [750, 400]
    }
  ],
  "connections": {
    "IMAP Email Trigger": {
      "main": [
        [
          {
            "node": "Check for Invoice",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Check for Invoice": {
      "main": [
        [
          {
            "node": "Set Finance Tag",
            "type": "main",
            "index": 0
          },
          {
            "node": "Set General Tag",
            "type": "main",
            "index": 1
          }
        ]
      ]
    }
  }
}

This checks if the email subject contains “invoice”. If yes, it tags it as “Finance”; otherwise, “General.”

Find us

Balian’s Blogs Balian’s
linkedin Shant Khayalian
Facebook Balian’s
X-platform Balian’s
web Balian’s
Youtube Balian’s

#n8n #Automation #EmailAutomation #WorkflowAutomation #ProcessOptimization #InboxZero #ProductivityTools #AIIntegration #BusinessAutomation #NoCodeTools