Gmail Workflows

Gmail Workflows

Automate Gmail with intelligent workflows for attachment management, email organization, and Google Drive integration. Based on n8n's 7,800+ workflow templates.

Overview

This skill helps you design and implement Gmail automation workflows that:

• Automatically save attachments to Google Drive
• Organize emails with smart labeling
• Archive processed emails
• Send notifications via Slack/Email
• Track email metrics

Core Workflow Templates

1. Gmail Attachment Manager

Purpose: Automatically extract attachments from emails and save to Google Drive

Workflow Steps:

┌─────────────┐    ┌─────────────┐    ┌─────────────┐    ┌─────────────┐
│ Gmail       │───▶│ Filter by   │───▶│ Extract     │───▶│ Upload to   │
│ Trigger     │    │ Criteria    │    │ Attachments │    │ Google Drive│
└─────────────┘    └─────────────┘    └─────────────┘    └─────────────┘
                                                                │
                         ┌─────────────┐    ┌─────────────┐    │
                         │ Send        │◀───│ Apply Label │◀───┘
                         │ Notification│    │ & Archive   │
                         └─────────────┘    └─────────────┘

Configuration:

trigger:
  type: gmail_new_email
  filters:
    has_attachment: true
    from: ["*@company.com", "*@vendor.com"]
    subject_contains: ["invoice", "report", "contract"]

actions:
  - extract_attachments:
      file_types: [pdf, xlsx, docx, csv]
      max_size_mb: 25
  
  - upload_to_drive:
      folder_path: "/Attachments/{year}/{month}"
      naming_pattern: "{filename}_{sender}_{date}"
      create_folder_if_missing: true
  
  - organize_email:
      apply_label: "Processed/Attachments"
      mark_as_read: true
      archive: true
  
  - notify:
      channel: slack
      message: "New attachment saved: {filename} from {sender}"

Best Practices:

• Use specific sender filters to avoid processing spam
• Set file size limits to prevent storage issues
• Use date-based folder structure for easy retrieval
• Enable duplicate detection to avoid redundant uploads

2. Invoice Auto-Archiver

Purpose: Automatically collect and organize invoices from email

Workflow Steps:

Gmail Trigger → Detect Invoice → Extract PDF → OCR/Parse → Save to Drive → Update Spreadsheet → Archive Email

Configuration:

trigger:
  subject_patterns:
    - "invoice"
    - "bill"
    - "statement"
    - "付款"
    - "发票"

processing:
  - detect_invoice:
      methods: [subject_keywords, attachment_name, sender_domain]
  
  - extract_data:
      fields: [invoice_number, amount, date, vendor, due_date]
      use_ocr: true
  
  - save_to_drive:
      folder: "/Finance/Invoices/{year}/{vendor}"
      naming: "{date}_{vendor}_{amount}"
  
  - update_tracker:
      spreadsheet: "Invoice Tracker"
      columns: [Date, Vendor, Amount, Invoice#, Status, File_Link]
  
  - archive:
      label: "Finance/Invoices"
      star: true

3. Client Communication Organizer

Purpose: Automatically organize client emails by project/client

Configuration:

rules:
  - name: "Client A Emails"
    condition:
      from_domain: "clienta.com"
    actions:
      - apply_label: "Clients/Client A"
      - forward_to: "team-a@company.com"
      - save_attachments: "/Clients/Client A/{subject}"

  - name: "Project X Updates"
    condition:
      subject_contains: ["Project X", "PX-"]
    actions:
      - apply_label: "Projects/Project X"
      - add_to_task: "Project X Board"
      - notify_slack: "#project-x"

  - name: "Urgent Requests"
    condition:
      subject_contains: ["URGENT", "ASAP", "紧急"]
      is_unread: true
    actions:
      - apply_label: "Priority/Urgent"
      - send_sms: "+1234567890"
      - move_to_inbox: true

4. Email Analytics Dashboard

Purpose: Track email metrics and generate reports

Metrics to Track:

daily_metrics:
  - emails_received: count(inbox)
  - emails_sent: count(sent)
  - response_time_avg: avg(reply_time)
  - unread_count: count(unread)
  - attachment_count: count(has_attachment)

weekly_report:
  - top_senders: group_by(from, count)
  - busiest_hours: group_by(hour, count)
  - label_distribution: group_by(label, count)
  - response_rate: sent / received

automation:
  - schedule: "every Monday 9am"
  - output: Google Sheets
  - notify: Slack #email-metrics

Implementation Guide

Using n8n

// n8n Workflow: Gmail to Google Drive
{
  "nodes": [
    {
      "name": "Gmail Trigger",
      "type": "n8n-nodes-base.gmailTrigger",
      "parameters": {
        "pollTimes": { "item": [{ "mode": "everyMinute" }] },
        "filters": { "labelIds": ["INBOX"] }
      }
    },
    {
      "name": "Filter Attachments",
      "type": "n8n-nodes-base.if",
      "parameters": {
        "conditions": {
          "boolean": [{
            "value1": "={{ $json.hasAttachment }}",
            "value2": true
          }]
        }
      }
    },
    {
      "name": "Get Attachments",
      "type": "n8n-nodes-base.gmail",
      "parameters": {
        "operation": "getAttachments",
        "messageId": "={{ $json.id }}"
      }
    },
    {
      "name": "Upload to Drive",
      "type": "n8n-nodes-base.googleDrive",
      "parameters": {
        "operation": "upload",
        "folderId": "your-folder-id",
        "name": "={{ $json.filename }}"
      }
    }
  ]
}

Using Google Apps Script

// Gmail to Drive Automation
function processNewEmails() {
  const threads = GmailApp.search('has:attachment is:unread');
  const targetFolder = DriveApp.getFolderById('FOLDER_ID');
  
  threads.forEach(thread => {
    const messages = thread.getMessages();
    messages.forEach(message => {
      const attachments = message.getAttachments();
      attachments.forEach(attachment => {
        // Save to Drive
        const file = targetFolder.createFile(attachment);
        
        // Rename with date and sender
        const newName = `${Utilities.formatDate(message.getDate(), 'GMT', 'yyyy-MM-dd')}_${message.getFrom()}_${attachment.getName()}`;
        file.setName(newName);
      });
      
      // Mark as processed
      message.markRead();
      thread.addLabel(GmailApp.getUserLabelByName('Processed'));
    });
  });
}

// Set up trigger
function setupTrigger() {
  ScriptApp.newTrigger('processNewEmails')
    .timeBased()
    .everyMinutes(5)
    .create();
}

Common Workflow Patterns

Pattern 1: Filter → Process → Organize → Notify

Email arrives
    │
    ▼
┌─────────────────┐
│ Apply Filters   │ → Skip if doesn't match
│ (sender, subject│
│  attachment)    │
└────────┬────────┘
         │
         ▼
┌─────────────────┐
│ Process Content │ → Extract data, attachments
│                 │
└────────┬────────┘
         │
         ▼
┌─────────────────┐
│ Organize        │ → Save files, apply labels
│                 │
└────────┬────────┘
         │
         ▼
┌─────────────────┐
│ Notify          │ → Slack, email, SMS
│                 │
└─────────────────┘

Pattern 2: Batch Processing

schedule: "daily at 6am"
steps:
  1. Collect all unprocessed emails from last 24h
  2. Group by category (invoices, reports, misc)
  3. Batch upload to respective Drive folders
  4. Generate summary report
  5. Send daily digest to stakeholders

Pattern 3: Conditional Routing

conditions:
  - if: attachment_type == "pdf" AND subject contains "invoice"
    then: route_to_finance_folder
  
  - if: from_domain in ["important-client.com"]
    then: priority_handling + immediate_notification
  
  - if: attachment_size > 10MB
    then: save_to_large_files_folder + skip_backup
  
  - default:
    then: standard_processing

Troubleshooting

Common Issues

Security Considerations

1. OAuth Scopes: Request minimal permissions

   • gmail.readonly for reading
   • gmail.modify for labels/archive
   • drive.file for Drive access

2. Data Privacy:

   • Don't log email content
   • Use secure storage for credentials
   • Implement retention policies

3. Access Control:

   • Limit who can modify workflows
   • Audit automation activities
   • Use separate service accounts

Output Example

Daily Email Report:

# Email Activity Report - 2026-01-30

## Summary
- Emails Received: 47
- Emails Sent: 23
- Attachments Processed: 12
- Average Response Time: 2.3 hours

## Attachment Processing
| File | Sender | Saved To | Time |
|------|--------|----------|------|
| Invoice_Jan.pdf | vendor@co.com | /Finance/Invoices | 09:15 |
| Report_Q4.xlsx | team@company.com | /Reports/Q4 | 10:30 |
| Contract_v2.docx | legal@client.com | /Contracts | 14:22 |

## Labels Applied
- Finance/Invoices: 5 emails
- Projects/Active: 12 emails
- Clients/Priority: 8 emails

## Pending Actions
- 3 emails require manual review
- 2 large attachments need approval

Gmail Workflows Skill - Part of Claude Office Skills