Step 2: Configure Inbox Monitoring and Parallel Processing

Enable the inbox trigger and ensure parallel categorization and thread retrieval run correctly.

1. Configure Gmail Inbox Trigger with polling set to everyMinute.
2. Credential Required: Connect your gmailOAuth2 credentials in Gmail Inbox Trigger.
3. Connect Gmail Inbox Trigger so that it outputs to both Categorize Emails and Retrieve Gmail Threads in parallel.
4. In Categorize Emails, set Input Text to =Email Subject: {{ $json.Subject }} EMail From: {{ $json.From }} ------ ##Email Snippet: {{ $json.snippet }}.

Credential Required: Connect your openAiApi credentials in Classifier Chat Model. This model powers Categorize Emails as the language model.

Step 3: Apply Labels Based on Classification

Route classified emails to the correct label actions.

1. From Categorize Emails, route the first output to Apply Colleague Label and the second output to Apply Customer Label.
2. In Apply Colleague Label, set Message ID to {{ $json.id }} and add your label ID in Label IDs.
3. In Apply Customer Label, set Message ID to {{ $json.id }} and add your label ID in Label IDs.
4. Credential Required: Connect your gmailOAuth2 credentials in both Apply Colleague Label and Apply Customer Label.

Step 4: Retrieve and Summarize Email Threads

Pull full thread data and convert it into a structured summary for storage and retrieval.

1. Configure Retrieve Gmail Threads with Resource set to thread.
2. In Fetch Thread Details, set Resource to thread, Operation to get, and Thread ID to {{ $json.id }}.
3. Connect Fetch Thread Details to Summarize Thread Text and keep the JavaScript code intact to generate emailSummary.
4. Connect Summarize Thread Text to Store Thread History for vector storage.
5. Credential Required: Connect your gmailOAuth2 credentials in Retrieve Gmail Threads and Fetch Thread Details.

⚠️ Common Pitfall: Ensure your Gmail account has thread access enabled; missing thread IDs will prevent Fetch Thread Details from returning messages.

Step 5: Configure Vector Memory and Document Processing

Chunk and embed summarized email content for retrieval by the assistant.

1. In Token Chunk Splitter, set Chunk Size to 2000 and connect it to Standard Data Loader.
2. In Standard Data Loader, set JSON Data to {{ $json.emailSummary }} and include metadata threadId as {{ $json.id }}.
3. In Store Thread History, set Mode to insert and Clear Store to true.
4. In Load Thread History, set Mode to load, Top K to 100, and Prompt to workshop.

Credential Required: Connect your openAiApi credentials in OpenAI Embeddings and OpenAI Embeddings B. These embeddings power Store Thread History, Load Thread History, and Thread History Store.

Step 6: Configure the AI Assistant and Tools

Set the agent, memory, and tool connections that drive inbox and calendar actions.

1. In Inbox Assistant Agent, set Text to {{ $json.chatInput }} and keep the full system message in Options → System Message.
2. In Context Window Memory, set Session Key to {{ $('Session Key Relay').item.json.sessionId }} and Context Window Length to 10.
3. Ensure Primary Chat Model is connected as the language model for Inbox Assistant Agent.
4. Ensure Secondary Chat Model is connected as the language model for Search Past Conversations.
5. Keep Search Past Conversations, Fetch Recent Emails, Retrieve Calendar Events, Add Calendar Event, Fetch Email by ID, Draft Reply to Thread, Create New Draft, Remove Email Message, and Format Weekday Name connected as tools to Inbox Assistant Agent.

Credential Required: Connect your openAiApi credentials in Primary Chat Model and Secondary Chat Model. These models power agent reasoning and retrieval.

Credential Required: Connect your gmailOAuth2 credentials to the Gmail tool nodes (5+ nodes handle fetching, drafting, and deleting). Credentials are applied on each Gmail tool node, not inside the agent.

Credential Required: Connect your googleCalendarOAuth2Api credentials in Retrieve Calendar Events and Add Calendar Event. These tools are invoked by Inbox Assistant Agent.

Tip: For AI tools like Search Past Conversations and Context Window Memory, credentials are added to the parent nodes (Secondary Chat Model and Primary Chat Model), not the tool sub-nodes.

Step 7: Configure Manual Testing and Thread Ingestion

Enable manual runs to validate thread retrieval and summarization without waiting for new emails.

1. Connect Manual Test Trigger directly to Retrieve Gmail Threads.
2. Confirm the execution chain: Retrieve Gmail Threads → Fetch Thread Details → Summarize Thread Text → Store Thread History.

Step 8: Test & Activate Your Workflow

Validate both the chat-driven assistant and the inbox automation before going live.

1. Click Execute Workflow and use Manual Test Trigger to verify email thread ingestion completes with summaries stored in Store Thread History.
2. Send a test message through Chat Message Intake and confirm Inbox Assistant Agent responds with tool-based insights (emails, calendar, or drafts).
3. Check Gmail to confirm labels were applied by Apply Colleague Label or Apply Customer Label when Gmail Inbox Trigger fires.
4. When satisfied, toggle the workflow to Active to begin continuous inbox and calendar automation.