Agentic Gmail Executive Assistant

Purpose

Handle personal emails by automatically triaging, creating tasks, scheduling meetings, and drafting responses based on email content. Designed to streamline inbox management and task organization.

Trigger

New Gmail email (polling)

Workflow

New Gmail Email
↓
Classify Email Actions (AI)
├─ create_task → Create Task in Trello (AI priority)
├─ schedule_meeting → Suggest Meeting Times (AI checks availability, proposes multiple options)
└─ draft_reply → Draft Reply (HITL approval/edit/reject)
↓
Notify via Slack (HITL required actions)

Steps

  1. Detect new email in Gmail.
  2. AI analyzes content to determine possible actions:
    • Task creation
    • Meeting scheduling
    • Drafting reply
  3. For draft_reply actions:
    • AI generates a draft
    • User approves, edits, or rejects via HITL
    • No default action if no intervention
  4. For schedule_meeting actions:
    • AI checks available calendar slots
    • Suggests multiple tentative times
    • Receiver chooses a preferred slot via email link (books automatically)
  5. For create_task actions:
    • AI creates a task in Trello if email contains actionable items
    • Assigns AI-determined priority (low, medium, high)
    • Priority can be manually overridden in Trello
  6. Slack notifications sent for HITL-required actions (draft review, scheduling approvals)

Notes

  • AI determines which actions are possible per email; workflow handles array of actions automatically
  • Branching exists for different action types and HITL approvals
  • Emails may trigger multiple actions simultaneously (e.g., task creation + meeting scheduling)
  • Privacy and API rate limits must be respected
  • Workflow is extensible to additional notification channels or task management platforms in the future