Creating the Ultimate AI Agent Email Assistant | E07

like for example in my own personal email what I really want is the ability to parse out whether something is Spam or whether something needs to be actioned on and I know a lot of you have probably looked at your email every single day and you've done this thing where you're like oh my God why am I wasting my time going through and clicking off all these emails so what I ended up doing is I gave this AI agent the task essentially to prevent that from being the case this workflow is actually a pretty simple one but it is extremely effective hi my name is Demitri panichi and I'm a content creator agency owner and AI Enthusiast you're listening to the AI agents podcast brought to you by jot form and featuring our very own CEO and founder idin tank this is the show where

artificial intelligence meets Innovation productivity and the tools shaping the future of work enjoy the show hey there welcome back to another episode of the AI agents podcast in today's episode we're actually going to be diving into a AI workflow that I've made that I think you're going to really enjoy there are so many different ways that you can use different workflows inside of your business or for yourself personally and that is why for this episode I am going to dive into how I use AI agents to actually keep my inboxes clean so let's dive into the different parts of this Automation and the different parts of the AI agents that I've created in order to make this happen happen let's dive right into it all right so if we go to make.com this is my main automation platform that I use and just to give

you a little bit of understanding of what we're going to be talking about in this episode I actually have a issue that I always run into it's the fact that I have trained myself to really only look at my email a couple times a day now a couple times a day may sound like not that much and you might be thinking to yourself how do you only check it a couple times a day like I actually SCH my email times like right when I finish my basic tasks in the morning I have another time at the sort of like middle afternoon hour at like 1: or 2 p.m. and then I have one to close up my day at like 5:36 now these are some great options for when you can look at your email but there might be some things that pop up that

are kind of urgent or you know what I really just can't stand the most is that cleanup time that's sorting through the different aspects of your email so I actually have a few different email addresses that I'm going to show you how I sort them out and it's not me doing anything anymore it's actually AI sorting them out and this is what I like to call categorical labeling or just labeling your emails with AI so there's this really cool product called dumpling AI if you go to their website you'll notice that it's essentially a product that has some really nice AI agent capabilities and they get the AI agent capabilities via you essentially going into their platform and then on their platform you'll see you can create AI agents and on these AI agents you'll see there is something like an email cleanup bot and

what it does is it essentially takes your different instructions and allows you to have this be the Baseline for your automations inside of make.com and the problem with utilizing chat GPT or something like that is the fact that it doesn't usually have a lot of instructions Baseline in there and uh I'm just not a fan of that like for example in my own personal email what I really want is the ability to parse out whether something is Spam or whether something needs to be actioned on and I know a lot of you have probably looked at your email every single day and you've done this thing where you're like oh my God why am I wasting my time going through and clicking off all these emails I thought I unsubscribed from that platform that was offering me a free coupon I thought I unsubscribed from

the random time I purchased something uh from a physical goods store and then now I'm just getting spammed like okay yeah I got up my dog a dog toy but now I keep getting spammed with these emails I don't want that I really do not want that what I want is a clear inbox so what I ended up doing is I gave this AI agent extremely effective so you'll see here that it says a baseline level of instructions where it says you are the ultimate AI agent for email inbox decluttering the objectives are to categorize emails automate filtering and enhance productivity and what's essentially doing here is it's going to break it down into two different categories either action required or Markus r and then it's going to here in the instructions say what are actually you know things that need to have actions required

on so for example direct questions where it asks for specific information requests for Action specifically meeting invitations and important notifications now what it'll do here in the goal of the automation is essentially figure out which of the labels is going to be assigned and then follow through with that so if there is something that I need to action on I want it to not only read the email but I actually want it to input it into my notion task system which you'll see in a second then after that we have the second label which is Markus red in this context it's going to take advertisements and promotions payment confirmations thank you messages meeting status updates informational updates like newsletters friendly reminders billing renewals confirmation of events status quo type thing things all of these are just going to get marked as red now you might

be saying okay that's that's like a little little much right like you don't want everything to get marked as red sure that's the case I guess but how do I say this there is nothing wrong with you marking something is R if it deletes from your inbox fine that's a problem but what I would recommend is fine-tuning a model like this and when you fine-tune this model you'll be like me and realize oh God I didn't need to look through all these emails it's not worth my time so let's show you how this automation actually works cuz yes this agent exists and I've trained it on all of these different bits of information regarding different phrases that might make it seem like there's action required or Markus red so essentially what I've done is if I go into make.com I have an automation called Dimitri

RP Emil cleanup management okay so inside of here you'll see that essentially every time I get an email and this runs on a 2hour basis so it just checks the last couple hours what then happens is I make a automation connection with dumpling Ai and then I copy and paste the agent ID from here and from there what I do is I give it a prompt saying take the email text from and then give the sender name and parentheses the email address below and respond with Mark as red or not and then what it has here here is text content so then what I do is I do another really quick chat GPT prompt because I like to break things up I don't want it to be too you know what's the word I'm looking for uh extensive of a prompt really long prompts tend

to cause more issues than good actually breaking them up into chunks of solid so I just have a second prompt here that says analyze the text below and tell me whether at the end of the output to text categorize the text as Mark as read or action required respond with only the text from one of those categories based on the text below and that text below would be from the categorization message and then what I do is I have a filter of this result set it to Mark as red or action required so as you might have guessed I'm going to have it Mark as required but also I'm going to have it add a modifier here where I can change the label so that later if I want to go and check that part of the inbox I can see okay sure it's marked

as red but also there's a marker for Mark as red so that is one router and then the other router is essentially I figure out you know the ones for action required I then have chat GPT analyze the text and figure out whether it's a high medium or kind of low priority task what is it doing this based off of it's doing it based off of the text content from the email and the nice thing about about this is it kind of does a baseline job of getting it into my ecosystem in notion really well because it has a priority it has a unique task title so as you can see here this is basically taking a task Title by saying hey here's the sender their name their email address the subject the body content based on the email content write a concise task name

and then what I do is I have it create a task utilizing that result inside of my database and then the next few steps from there would actually be something like the following you would take you know a added logo like adding the checked icon here and then I also have a automation setup that makes this chat GPT module essentially create a short text summary so the problem with doing all these automations is that usually you know some things just don't fit and what didn't fit here was just the Baseline text of the uh email so what I did is I added a summary as well so what happens now is essentially this is a module to append text to a page so the new task I just created it'll have the subject of the email it'll have the link to the actual email and

then from there it'll also have uh a summary as to what email inbox this comes from because I actually do this for a lot of my emails I do this for my personal email I do this for my work email it's really great and then from there I have the result of the summary as you can see it's from number 18 which is the summary module and then at the end of that I actually have the full email um and the text content there for for context and obviously the next step would be to mark it as red and modify the email labels now let me show you some of the examples of how this works uh really quick so I'm just going to go back to my history and this seems to be a couple different options so these are four emails that I

would have had to look through if for example uh they were actually not connected to this automation it would be kind of annoying all right so what I'm going to do is I'm going to go to this AI marked as red category and you'll see there's an action required and there's a marked as red section so let's take a look at some of these so obviously I have some recent emails okay these recent emails wow this is important I already have some automations that actually send me reminders on like booking times and that kind of stuff and I over-the-top check my calendar so I don't really need uh notifications where when a booking is cancelled or when a meeting is declined or a reminder um you know in this case you know we have somebody who wanted a discovery call I don't need help with

this okay I don't I don't need this to be the case four emails essentially were going to be wasted in my inbox not worth it this slack admin updates wow I need to know about this stuff I thought I unsubscribed from all of the wonderful random emails I get from slack I guess not but luckily this product this sweet sweet product I've made has helped me so much prevent this another great example okay I got a notification that pipe drives uh free trial ended thanks for trying to sell me again I don't need you and all of these are essentially marked as such now this is something that I deal with a lot so actually there are some other different tasks in here that I do think it would make sense for you to Showcase so so if I go through some of my tasks

and notion um what I'm going to do is I'm actually just going to Showcase a specific set of tasks where let's say it was created by and let's go to make.com all right so let's take a look at this right here so these are essentially going to be the different opportunities for me to go around and kind of see the uh fruits of my setup with this automation system all right so there's a bunch of these that have been checked off so I'm just going to show them to you so essentially I was having this issue where there was some unreconciled customer balances and stripe so I had to get paid uh with that and all I would do is I just open up this I'd see the summary oh okay I need to do it in 75 days let me open up this email

real quick okay thank you for the context appreciate that I guess I'll go into stripe and figure it out now you can see this is a much different situation I'm only really getting my action items added to my calendar here I'm not getting some sort of weird like system where I don't know it's just how do I say this there's a lot of different times where people are going through their email and they're just essentially clicking through reading stuff and I wanted to get rid of that so I did that and it's been pretty great now there are some issues where you know you kind of need to get rid of some of these options so like for example respond to cartic LinkedIn connection requests some of them that come through are still not great and essentially what I can do in order to prevent

any of these different things from happening is I could always go to the AI agent and I could add more instances as to what would be considered marked as red or action required and all I would have to do is change this inside of here and it'll improve the model so to say and I could also add different tools to this like uh searching a knowledge base after adding a knowledge base of examples of different times that you know the things that come up are action required or not action required it's kind of up to you and this product when it comes to knowledge bases you might be wondering what is that well inside of AI agents something really important to note is there are AI agents all the time so let's say email examples of actions or not very fun title inside of this

what I can do is I can add different resources so I could add text or I could add a document which would be a PDF or a docx or a txt file and then from there what the AI agent is going to do is it's going to cross reference those different documents when it's performing its tasks this is utilizing something that is called rag rag stands for retrieval augmented generation and is the process of essentially cross referencing a large set of text by almost doing its own like mini search in in the way that like a search Eng would of that text and then utilizing that as a step in the process and then putting that back into the interaction with the large language model like chat GPT and then at that point is essentially using the Baseline chat GPT you know you know training

model and information that's there and then adding the extra context uh as an improved response so I always recommend training these agents on models and what I'm going to do is definitely in the future give it examples of what is or isn't uh because there's some of these different tasks that you can see that definitely needed to to go away and some of them that were good you know like uh I have a personal obviously situation with our guy idin and this is a wondrous example of how this worked out well on the weekend which I really don't check my email or my Slack too much eakin's essentially like hey man do you want to you know meet for a double podcast this week and I went yeah sure and I wouldn't have been able to do anything to that effect or figure out the

fact that he was requesting this unless I opened up my email and I don't want to do that on the weekends I don't mind working on the weekends uh as a business owner and someone doing this just being interested in the space I work a little bit more than you know just during the work week but I don't really like checking my email it's kind of a different experience ience to have those interactions to be honest and here what we have is a wondrous example of how I can just essentially wants me to make sure that I can you know do a double podcast this week because he's going to be out of town later in the next couping weeks and I'm like yeah sure let's let's do it of course and this is awesome CU it is actionable it is going to take up

some time on my calendar and since I time block and that kind of stuff just figuring out my schedule and that sort of thing it really does help to have this in my box of my tasks so the nice thing about this is I have this set up inside of my account for my business and then I also have it for my personal email here too so for another email of mine uh you'll see right here it's the same stuff if I go to my personal email you'll see that there's action required and there is marked as red marked is red is a lot when it comes to personal right you have so many different things coming through I got like random affiliate commissions I have random like reminders that I made a transaction on my credit card I have what else is this oh

I get early oh I get early access to new Styles and something like I bought my girlfriend like a like a bracelet and I'm just like okay I don't need I don't need this I thought I unsubscribed from it somehow still came through but it auto red um Bley for some reason I'm on their subscribe I don't know why I'm on their email list right this is the kind of stuff that's annoying you just get a bunch of stuff and you don't really care you know you don't really want it so I I'm just glad that without having to unsubscribe it essentially unsubscribes me with this system and that's pretty much it this is how I've created a basic example of a sort of AI agent that helps you improve your email because for me I don't like looking at my email this is saving

me at least like 10 minutes a day day of just sorting through nonsense in my inbox and I I'd say you know like that's almost an hour of week if you take in the whole work week like 5 to 10 minutes 15 minutes a day is a is a lot that you're saving you know an hour of work is no joke um 14th I guess of your work week or a little bit more I'm not sure um the the big thing for me here is that I don't have to look at it and whether it's saving me tangibly 15 minutes a day it's more saving me time on not having to Conta text switch cuz I'm like like going into my inbox and like just sorting out and thinking in that way I'm just focused on the tasks that are at hand and as they

pop up in my inbox in regards to like my notion inbox I will work on them but when you have a lot of different people who are just distracted by their email inbox all the time it's not fun so I definitely recommend that you try out this product dumpling Ai and I appreciate you for listening to this episode of the AI agents podcast if you were listening on audio for any reason definitely go and check out the YouTube video it's definitely going to be a better experience uh I really appreciate each and every one of you and we'll see you in the next one