🎫 Intelligent Gmail label management with AI & Discord notifications

⚡ 519 views · 🎫 Ticket Management & Triage

Description

This workflow will trigger upon new mail in your gmail inbox and will automatically apply existing labels OR identify, create, then apply up to 5 new labels.
This is currently set up to run using a OpenAI endpoint which I have set up connected to my local llama.cpp server running.
After your email is done labeling, the workflow will send you a nice notification in your discord channel!

This workflow requires a Gmail OAuth account credential with the ability to create labels and label messages
[OPTIONAL] You can create a Discord Bot Account which connects with a Bot Token which will summarize the email and show you which labels were created and added in the workflow.
You might want to tweak the prompts a bit based on how detailed you want your labels. I’ve found after running it for a bit that the labels that get created mostly encompass everything I want.

The workflow works in 5 phases — Phase 1: Find existing Gmail labels as options for the LLM to choose from. — Phase 2: LLM chooses labels or defines new ones — Phase 3: Create additional Gmail labels if needed — Phase 4: Label the message with newly created and existing labels — Phase 5: Rewrite and send a message notification via Discord.

Screenshot 1: Screenshot 20250831 at 9.06.29 PM.png Note: colors are my own

Screenshot 20250831 at 9.09.01 PM.png Screenshot of notification sent via discord

I set this up to run completely using offline models. I had good success with Llama.cpp server with gpt-oss-20B and with a bit more tweaking could get it to work with a smaller gemma3-4b model mostly likely as well.
The whole workflow runs in about 5-10 seconds on my Blackwell Nvidia GPU. Probably would be a few seconds slower on an older piece of hardware.

Discord, Gmail, Gmail Trigger, Filter, Basic LLM Chain, OpenAI Chat Model

Download workflow.json and import into n8n: Workflow menu → Import from File