AI Inbox Manager – Auto Reply & Log System

📖 Full Description

This AI Auto-Reply System for Customer Emails transforms your Gmail inbox into an intelligent support agent that works 24/7. It reads, analyzes, and replies to customer messages automatically — saving your team hours of manual email triage and improving response speed dramatically.

Here’s how it works step-by-step:

1️⃣ Scheduled Email Scan
The flow runs automatically at specific times every day to check your Gmail inbox for new messages.

2️⃣ Smart Email Filtering (GPT-5)
The AI scans up to 10 recent emails and identifies which ones are from customers or potential leads — excluding internal messages, system notifications, or spam.

3️⃣ Data Extraction & Structuring
For each valid customer email, GPT-5 extracts the sender’s name, email address, subject, content, and date in a structured format.

4️⃣ Contextual Understanding (Vector Search)
The system performs a semantic search in your Diaflow knowledge base to find related documents, FAQs, or guides relevant to the customer’s query.

5️⃣ AI-Generated Replies (GPT-5)
The assistant then crafts a personalized and professional response that:

• Directly answers the customer’s question or resolves their issue
• Uses a polite, confident, and brand-consistent tone
• Invites further contact if clarification is needed

6️⃣ Automated Email Sending (Gmail)
The AI-written reply is immediately sent back to the customer from your Gmail account, maintaining full thread continuity.

7️⃣ Logging & Analytics (Google Sheets)
Every interaction — including sender details, subject, AI reply content, and timestamp — is automatically logged into Google Sheets for record-keeping, tracking, or future review.

🎯 Use Case

Ideal for customer-support or sales teams who want to:

• Instantly respond to incoming customer inquiries
• Reduce manual inbox monitoring
• Maintain consistent, high-quality support communication
• Automatically archive all conversation data for analytics

💡 Key Benefits

• Always-On Support – Responds to customers 24/7, even outside office hours
• Smart Detection – Identifies real customer emails, skips internal or spam messages
• AI-Powered Replies – Generates human-like, context-aware responses using your knowledge base
• Seamless Integration – Works perfectly with Gmail, Google Sheets, and Diaflow Vector memory
• Data Logging – Keeps an organized record of all customer interactions

🧩 Workflow Summary (Plain Text)

1. Trigger (Scheduled) – Runs automatically every day.
2. Gmail Search – Finds recent incoming emails.
3. GPT-5 Filtering – Detects customer-related messages only.
4. JSON Formatter – Converts AI output into clean data.
5. Vector Search – Retrieves related Diaflow documentation.
6. GPT-5 Reply Generation – Creates an intelligent, personalized response.
7. Gmail Send – Sends the email back to the customer automatically.
8. Python Timestamp – Logs the current reply time.
9. Google Sheets – Saves sender info, content, and AI reply.

📬 Example Output

Incoming Email:

“Hi Diaflow team, I’d like to know how to connect Google Sheets to my chatbot workflow.”

AI Reply:

“Dear Alex,
Thank you for reaching out to Diaflow. To connect Google Sheets to your chatbot workflow, you can use the ‘Google Sheets’ integration node within your flow builder. It allows you to read, write, or update spreadsheet data automatically. If you’d like, I can guide you through a quick setup example.
Best regards,
Diaflow Support Team”

Google Sheet Log:

Alex | alex@email.com | Subject | AI Reply | 2025-10-09 16:03:24

🌍 Perfect For

✅ Customer support & helpdesk teams
✅ Marketing & sales teams managing inbound leads
✅ SaaS startups automating client communications
✅ Business owners who want an autonomous Gmail assistant

Example output of Google Sheet: