Email Mailbox as Todoist Tasks

Workflow Name

Email Mailbox as Todoist Tasks

Key Features and Highlights

This workflow automatically converts unread and starred emails in a Gmail inbox into Todoist tasks. Leveraging AI-powered analysis of email content, it generates task titles, concise descriptions, recommended actions, and reply suggestions, enabling seamless integration and efficient management between emails and tasks.

Core Problems Addressed

It tackles challenges such as the complexity of managing overwhelming email information, missed to-dos, and cumbersome task creation processes. By automatically extracting key email content and generating actionable tasks, it helps users efficiently capture work priorities and enhances both email handling and task management productivity.

Use Cases

• Professionals who need to quickly transform email content into actionable tasks
• Teams or individuals relying on Todoist for task management
• Users seeking AI-assisted email reply drafting and task planning
• Project managers requiring unified management of emails and to-dos

Main Workflow Steps

1. Workflow is triggered (supports manual trigger, IMAP email trigger, and scheduled trigger)
2. Retrieve the list of unread and starred emails from Gmail
3. Merge the unread and starred email data
4. Query all incomplete tasks in the current Todoist project
5. For each email, check if a corresponding task already exists based on the email subject; if not:
   • Fetch the full email content
   • Analyze and summarize the email content using OpenAI GPT-4
   • Automatically generate a structured output including task title, description, recommended actions, and reply plan
   • Validate the AI output; if valid, create a new Todoist task
6. If an email’s star is manually removed, automatically close the corresponding Todoist task
7. Optionally, mark processed emails as read and star them

Systems and Services Involved

• Gmail (accessed via OAuth2 for email retrieval and status updates)
• Todoist (task management platform for creating and closing tasks)
• OpenAI GPT-4 (language model used for intelligent email content parsing and task generation)
• n8n Automation Platform (orchestrates the workflow by connecting all nodes)

Target Users and Value Proposition

Ideal for office professionals, project managers, customer support, sales personnel, and others who need to efficiently manage large volumes of emails and convert them into concrete action items. This workflow significantly reduces manual effort in organizing emails and creating tasks through automation and AI assistance, thereby improving work efficiency and email response quality while enabling intelligent linkage between emails and tasks.