🔵 Clear your inbox with AI

WHAT’S IN THIS ISSUE?

• 📥 Main Guide: AI workflows to kill email overload

• 🔗 Curated: 3 links SMB teams should bookmark

• 🛠️ Tool Highlight: “InboxTamerGPT”

• 💡 Promo: Solo-Starter Prompt Pack (free)

• 🗳️ Poll: Pick next issue’s deep-dive

CURATED QUICK HITS

There are at least several projects attempting to successfully create AI-powered email solutions. I don’t think there is a stand-out solution yet, but here a few options.

1. MailMaestro - AI replies that sound like you.

2. ClaudeAI - Sonnet is quite good at levelled responses, including answering emails

3. Zapier + OpenAI template - 1-click “summarise thread → Slack”.

Solo-Starter Prompt Pack

First 100 subscribers get three copy-paste prompts that

⏳ automate weekly KPI snapshots,

💬 draft client emails,

📊 turn messy CSVs into PPT charts.

(stand-by for release date)

Main Guide

Here is a step-by-step process to automate your email management

Prerequisites (5 min)

Part 1 – Trigger: “New Email in Gmail” (3 min)

1. Zapier ▸ Create Zap.

2. Trigger app = Gmail ▸ New Email.

3. Connect Gmail → allow full-mailbox scope.

4. Filter (optional):
   Label = Inbox AND From ≠ you to avoid loops.

Zapier now pulls one sample email; keep it for testing.

Part 2 – Step 1 (Classify priority) (7 min)

1. Action = OpenAI ▸ “Chat Completion”.

2. Model: gpt-3.5-turbo-0125 (free).

3. System prompt:

You are an email triage assistant. 
Classify each message as High, Medium, or Low priority for immediate human attention.
Output ONLY one of: High | Medium | Low.

4. User prompt:

Subject: {{Gmail Subject}}
Body: {{Gmail Body Plain}}

5. Temperature = 0 (deterministic).

Branching logic (4 min)

1. Add Paths (Zapier starter plan includes 3 paths).

2. Paths use the single-word OpenAI output:

   • If High → Path A

   • If Medium → Path B

   • If Low → Path C

Part 3 – Gmail updates per path (6 min)

Tip: Add a Slack DM step in Path A if you want instant pings.

Part 4 – Step 2 (Summarise thread) (7 min)

Still inside each path (so every message—High/Med/Low—gets a summary):

1. Action = OpenAI ▸ Chat Completion.

2. System prompt:

Summarise the thread in 1 sentence, then list 3 bullet-point next actions.
Keep total under 80 words.

3. User prompt:

{{Gmail Body Plain}}

4. Next action = Slack or Gmail Draft: send the summary wherever you want it surfaced.

Part 5 – Step 3 (Draft a reply) (8 min)

1. Action = OpenAI ▸ Chat Completion.

2. System prompt:

You write concise, friendly replies in Ali’s tone (semi-formal, direct).

3. User prompt:

Context:
- Incoming email thread below delimited by ###
- Summarised intent: {{Output of Step 2}}
Draft a response under 150 words.
###
{{Gmail Body Plain}}
###

4. Action = Gmail ▸ Create Draft.
   To =
   Subject = Re: {{Gmail Subject}}
   Body =

You’ll review → click Send manually (keeps control).

Speed-bump to avoid 🚧 (2 min)

• Use Thread ID, not subject lines, when feeding context back into Zapier or Slack.
  Why? A subject‐based search breaks when the subject changes (“Re: … FWD: …”).
  Zapier exposes threadId in the Gmail trigger—always reference that field for follow-up steps.

Test & go live (3 min)

1. Send yourself 3 test emails (urgent, normal, spammy).

2. Zapier ▸ Test each path—ensure labels/star/archiving work.

3. Turn Zap ON.

Total elapsed ≈ 35–45 min first build.
After that, inbox triage runs while you stay in flow.

Next tweaks (later)

• Add a “Digest to Notion” step that logs each summary by date.

• Train a custom GPT with your writing samples for even closer tone matching.

• Auto-close low-priority threads after X days with a polite “checking-in” follow-up.

Let me know if you get stuck on any step, I’ll troubleshoot.

Your Turn

Reply with one tedious task that’s killing your productivity. I’ll automate the top three and share what works.

Thanks for reading Pro AI Atlas - see you in 48 hours.

- Ali Atlas

Quick Poll