🤖 Automated Email Sorting & FAQ Reply Assistant (n8n + Gemini AI)
🤖 Automated Email Sorting & FAQ Reply Assistant (n8n + Gemini AI) 🔍 Overview This n8n workflow automates email triage and FAQ responses using Google Sheets and Gemini AI. It’s designed to: Automatically sort incoming emails into categories (e.g., FAQ, Billing, Tech Support). Draft polite, relevant replies* for FAQ emails using *AI**, grounded in your pre-approved content. Maintain a human-in-the-loop process by saving responses as Gmail drafts for manual review. Perfect for startups or teams seeking to reduce support workload while ensuring consistent, helpful responses. ⚙️ Pre-conditions / Requirements Before using this workflow, make sure you have: ✅ A Google account with access to: Gmail (with custom labels like FAQ-Waiting, FAQ-Draft) Google Sheets (used as your FAQ source) ✅ A Gemini API key (to generate AI replies) ✅ A dedicated Gmail label to collect emails needing draft replies (e.g., FAQ-Waiting) ✅ A dedicated Gmail label to store drafted replies for manual sending (e.g., FAQ-Draft) ✅ A Google Sheet with two columns: Question — common user inquiries Answer — the matching, approved reply text 🧠 How It Works Trigger Scheduled workflow run (e.g., every 15 minutes) Fetch Emails Grabs Gmail messages under a specific label like FAQ-Waiting Process & Clean Loops through each email Cleans content (removes signatures/HTML) Sends it to Gemini AI AI Reply Drafting AI matches email intent against your FAQ from Google Sheets Generates a friendly, accurate draft reply, grounded only in your predefined Q&A Update Gmail Removes FAQ-Waiting label Adds FAQ-Draft label Saves draft reply in Gmail for manual review and sending Fallback Routing If email doesn’t match FAQ criteria, it follows a FALSE path You can implement further logic here (e.g., route to Billing, escalate to a human agent, log as feedback) 🛠️ Setup Instructions Connect Gmail + Google Sheets + Gemini AI Set up credentials in n8n for Gmail, Google Sheets, and Gemini AI Prepare Labels in Gmail Create: FAQ-Waiting (input folder), FAQ-Draft (drafts ready to send) Optionally, create other labels (e.g., Billing, Tech Support) Build your FAQ Sheet Create a new Google Sheet with: Column A: Question Column B: Answer Add rows with typical user questions and the matching replies Configure AI Agent In the AI agent node, edit the prompt to fit your tone of voice (friendly, professional, concise, etc.) Ensure the AI is instructed to only use answers from the sheet, and not hallucinate Adjust Schedule Modify the trigger interval to match your needs (e.g., every X minutes) 🧩 Customization Tips Custom Prompts**: Tailor the Gemini AI prompt in the node to change tone, length, or structure of replies Add New Categories**: Use the FALSE path in the IF node to handle non-FAQ emails (e.g., route to Billing, escalate to human agent, log feedback) Multiple Sheets**: You can expand the system by using different sheets for different topics Tone Matching**: Adjust AI output by providing sample reply templates or tone instructions directly in the AI node ✅ Use Cases SaaS startups triaging customer support Solo founders who want consistent replies with minimal effort Teams managing growing inbox volumes while maintaining quality support. An n8n automation workflow template by Louis.
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