Inbox Automation Hub

A busy inbox buries urgent messages and forces repetitive manual triage, making it easy to miss a high-priority request or respond late. This hub watches your Gmail and Outlook inboxes (plus any form submission), extracts sender, subject, and body, then classifies each message by category and priority. A context-aware draft reply is saved in the original app, and a structured row lands in your intake table - so you can review, edit, and approve in one place.

Category: General

How it works

1. An email arrives in your connected Gmail or Outlook inbox, or a form submission comes in.
2. The hub extracts the sender, subject, and body, then classifies the message into a category (support/sales/general) and priority level.
3. A context-aware draft reply is generated and saved as a draft in the originating email app.
4. A new row is created in your intake table with the extracted info, classification, and suggested reply ready for your review and approval.

Key benefits

• Save hours by having every incoming message automatically classified and prioritized.
• Respond quicker to high-priority emails with a draft that already fits the context.
• Maintain consistent categorization across your whole team, no matter who handles the inbox.
• Keep a searchable log of all inbound messages and their draft replies for record-keeping.

Use cases

• Customer support teams fielding a high volume of tickets via email.
• Sales teams who need to respond fast to inbound leads and inquiries.
• Small businesses or nonprofits managing a shared inbox with limited staff.

Works with Gmail, Outlook

This assistant connects to Gmail, Outlook once. No code required. It is not a plain field-copy integration: as data moves, the AI adds a real decision step (classify, extract, prioritize, draft). You set the autonomy level: ask for drafts and every send to Gmail waits for your review, or instruct it to send and it runs fully automatic.

Automation coverage and limits

• Gmail: 2 verified event triggers in the integration catalog can start an assistant automatically. Exact delivery timing depends on the integration; we do not promise real-time.
• Outlook: 5 verified event triggers in the integration catalog can start an assistant automatically. Exact delivery timing depends on the integration; we do not promise real-time.

This assistant only reaches operations verified in the integration catalog, through a connection you authorize and can revoke. Capability facts last verified against the catalog on 2026-07-10.

Good to know

Connect Gmail and/or Outlook once. The assistant drafts and classifies; a human approves before any reply is sent.

Frequently asked questions

How does the Inbox Automation Hub connect to my email?

You connect your Gmail and/or Outlook account once via OAuth - no code needed. The assistant watches for new messages and processes them automatically.

Does it send replies automatically?

No. The assistant drafts a reply and saves it as a draft in your email app (and logs it in the intake table). A human must review and hit send before anything goes out.

What categories and priorities does it use?

The assistant classifies messages into Support, Sales, or General Inquiry with priorities High, Medium, or Low. You can adjust the labels and rules in the prompt settings.

Can I use it with a form submission instead of email?

Yes. The hub also accepts form submissions as input - extract the same fields and get the same classification and draft treatment.

Is there a free trial or demo available?

This template is available inside the Gaia platform. You can test it with sample data in the showroom before deploying it to your connected inboxes.