Your First AI Automation
Building Your First Workflow
4 min read
Let's build a practical AI automation from scratch: an Email Summary Assistant that reads new emails, summarizes them, and sends you a digest in Slack.
What We're Building
WORKFLOW: Email Summary Assistant
═════════════════════════════════
TRIGGER: New email in Gmail
↓
FILTER: Skip newsletters & automated emails
↓
AI STEP: Summarize the email
↓
ACTION: Send summary to Slack
Why this workflow?
- Uses common tools (Gmail, Slack)
- Demonstrates the core Trigger → AI → Action pattern
- Immediately useful in daily work
- Easy to customize for your needs
Step 1: Create the Trigger
The trigger defines "when" your automation runs.
TRIGGER SETUP
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App: Gmail (or your email provider)
Event: New Email Received
Account: Connect your email account
Filter (in trigger): Inbox only (exclude spam/trash)
What the trigger produces:
{{email.from}} → sender@example.com
{{email.subject}} → "Q4 Budget Meeting"
{{email.body}} → Full email text
{{email.date}} → 2025-12-26 09:30
Step 2: Add a Filter
Filters prevent unnecessary processing. We don't need AI for newsletters.
FILTER SETUP
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Logic: Continue ONLY if ALL conditions are met
Condition 1:
Field: {{email.from}}
Does NOT contain: "newsletter"
Condition 2:
Field: {{email.from}}
Does NOT contain: "noreply"
Condition 3:
Field: {{email.subject}}
Does NOT contain: "unsubscribe"
What happens:
- Newsletter from news@newsletter.company.com → Stops here
- Email from colleague@work.com → Continues to AI step
Step 3: Configure the AI Step
This is where the magic happens. We'll use AI to understand and summarize.
AI STEP SETUP
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Action: Generate Text (or "AI by Zapier" / "OpenAI" module)
Model: GPT-4o mini (cost-effective)
Prompt:
━━━━━━━
You are an executive assistant. Summarize this email concisely.
Email:
From: {{email.from}}
Subject: {{email.subject}}
Body: {{email.body}}
Provide:
1. One-sentence summary
2. Action required: Yes/No
3. Priority: High/Medium/Low
4. Suggested response (if action required)
Format your response as:
SUMMARY: [one sentence]
ACTION REQUIRED: [Yes/No]
PRIORITY: [High/Medium/Low]
RESPONSE SUGGESTION: [2-3 sentences or "N/A"]
━━━━━━━
What the AI produces:
SUMMARY: CFO requests Q4 budget projections by Friday for board presentation.
ACTION REQUIRED: Yes
PRIORITY: High
RESPONSE SUGGESTION: Acknowledge receipt, confirm Friday deadline, mention you'll include updated revenue forecasts.
Step 4: Send to Slack
The final action delivers the AI output to you.
ACTION SETUP
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App: Slack
Action: Send Message
Channel: #email-summaries (or Direct Message to yourself)
Message Template:
━━━━━━━━━━━━━━━━━
📧 *New Email Summary*
*From:* {{email.from}}
*Subject:* {{email.subject}}
{{ai.response}}
[View Original]({{email.link}})
━━━━━━━━━━━━━━━━━
Result in Slack:
📧 New Email Summary
From: cfo@company.com
Subject: Q4 Budget Meeting
SUMMARY: CFO requests Q4 budget projections by Friday for board presentation.
ACTION REQUIRED: Yes
PRIORITY: High
RESPONSE SUGGESTION: Acknowledge receipt, confirm Friday deadline...
[View Original]
The Complete Blueprint
Here's the full workflow in blueprint format:
WORKFLOW: Email Summary Assistant
═══════════════════════════════════════════════════════════════
┌─────────────────────────────────────────────────────────────┐
│ TRIGGER: Gmail - New Email │
│ Output: {{email.from}}, {{email.subject}}, {{email.body}} │
└─────────────────────────────────────────────────────────────┘
│
▼
┌─────────────────────────────────────────────────────────────┐
│ FILTER: Skip if from contains "newsletter" or "noreply" │
│ Skip if subject contains "unsubscribe" │
└─────────────────────────────────────────────────────────────┘
│ Passes
▼
┌─────────────────────────────────────────────────────────────┐
│ AI STEP: Summarize email │
│ Model: GPT-4o mini │
│ Output: Summary, Action Required, Priority, Response │
└─────────────────────────────────────────────────────────────┘
│
▼
┌─────────────────────────────────────────────────────────────┐
│ ACTION: Slack - Send Message │
│ Channel: #email-summaries │
│ Content: Formatted summary with original link │
└─────────────────────────────────────────────────────────────┘
Testing Your Workflow
Before going live, test thoroughly:
Test 1: Normal Email
- Send yourself a work-related email
- Verify: Summary appears in Slack within 1-2 minutes
- Check: Summary is accurate and well-formatted
Test 2: Newsletter (Should Skip)
- Subscribe to a newsletter, wait for delivery
- Verify: No Slack message appears
- Check: Filter is working correctly
Test 3: Edge Cases
- Very short email (one sentence)
- Very long email (multiple pages)
- Email with attachments (should still summarize text)
Troubleshooting Common Issues
| Problem | Likely Cause | Solution |
|---|---|---|
| No Slack message | Filter blocking all emails | Check filter conditions |
| Summary is empty | AI prompt issue | Verify {{email.body}} has content |
| Wrong format | Prompt not specific enough | Add clearer output instructions |
| Slow (>5 min) | Platform delay or rate limit | Check platform status page |
| Errors on send | Slack connection expired | Reauthorize Slack connection |
Customization Ideas
Once working, enhance your workflow:
| Enhancement | How to Implement |
|---|---|
| Priority routing | Add PATH: High priority → #urgent channel |
| Daily digest | Change trigger to scheduled, batch emails |
| Calendar creation | If "meeting" detected → Create calendar event |
| Auto-reply draft | Save AI response suggestion to Gmail drafts |
| Multi-language | Add translation step for non-English emails |
What You've Learned
You've just built a real AI automation that:
- Triggers on new events (email arrival)
- Filters to reduce noise (skip newsletters)
- Uses AI to understand content (summarize)
- Takes action with results (Slack notification)
This pattern—Trigger → Filter → AI → Action—is the foundation of every automation you'll build.
Next: Let's explore business-specific automations for marketing, sales, and operations. :::