🤖 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 (eg, 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 (eg, FAQ-Waiting )
• ✅ A dedicated Gmail label to store drafted replies for manual sending (eg, FAQ-Draft )
• ✅ A Google Sheet with two columns :
  • Question — common user inquiries
  • Answer — the matching, approved reply text

🧠 How It Works

1. Trigger

   • Scheduled workflow run (eg, every 15 minutes)

2. Fetch Emails

   • Grabs Gmail messages under a specific label like FAQ-Waiting

3. Process & Clean

   • Loops through each email
   • Cleans content (removes signatures/HTML)
   • Send it to Gemini AI

4. 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

5. Update Gmail

   • Removes FAQ-Waiting label
   • Adds FAQ-Draft label
   • Saves draft reply in Gmail for manual review and sending

6. Fallback Routing

   • If email doesn't match FAQ criteria, it follows a FALSE path
   • You can implement further logic here (eg, route to Billing, escalate to a human agent, log as feedback)

🛠️ Setup Instructions

1. Connect Gmail + Google Sheets + Gemini AI

   • Set up credentials in n8n for Gmail, Google Sheets, and Gemini AI

2. Prepare Labels in Gmail

   • Create: FAQ-Waiting (input folder), FAQ-Draft (drafts ready to send)
   • Optionally, create other labels (eg, Billing , Tech Support )

3. 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

4. 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

5. Adjust Schedule

   • Modify the trigger interval to match your needs (eg, every

🧩 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 (eg, 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
• Only founders who want consistent replies with minimal effort
• Teams managing growing inbox volumes while maintaining quality support