AI Email Analyzer with Department Routing and Excel Logging (n8n Workflow)

Overview

This workflow automatically analyzes incoming emails using AI, categorizes them, routes them to the appropriate department, logs the results in Excel 365, and sends notifications to the responsible team member via Telegram.

It helps teams automate email triage, prioritize issues, and ensure that important messages are routed to the correct department without manual sorting.

This workflow is designed to be scalable, easy to configure, and adaptable for multiple business use cases such as support management, internal operations, finance monitoring, and technical issue tracking.

Features

• AI-powered email analysis
• Automatic email categorization
• Department routing based on AI classification
• Priority detection (High / Medium / Low)
• Attachment detection
• Action-required detection
• Spam filtering
• Excel 365 email logging
• Department contact lookup from Excel
• Telegram notifications to the responsible team member
• Modular workflow design for easy extension

How It Works

1. Email Trigger
   • The workflow listens for new incoming emails using IMAP, Gmail,
     or Outlook.
2. Email Data Extraction
   • Key email information such as sender, subject, and body content
     is extracted and prepared for analysis.
3. Email Body Limiting
   • The email body is truncated to avoid excessive token usage when
     sending content to the AI model.
4. Batch Processing
   • Emails are processed one by one to prevent rate limits when
     calling the AI API.
5. AI Email Analysis
   • The email is sent to an AI model that analyzes the message and
     returns structured JSON data including:
     • summary
     • category
     • priority
     • department
     • attachment detection
     • action required
     • spam detection
6. Department Lookup
   • The workflow looks up the responsible department contact using
     an Excel 365 sheet that maps departments to their respective PIC
     (Person in Charge).
7. Email Logging
   • The analyzed email data is appended to an Excel sheet for
     tracking and auditing.
8. Telegram Notification
   • The responsible department PIC receives a Telegram notification
     containing the email summary and priority details.

Setup Steps

1. Import the Workflow

Import the workflow JSON file into your n8n instance.

2. Configure Email Trigger

Connect your email account using one of the following: - IMAP - Gmail -
Outlook

Set the trigger to detect new incoming emails.

3. Configure OpenAI

Add your OpenAI API credentials in n8n.

The AI model is used to analyze incoming email content and generate
structured data such as summary, category, department, and priority.

4. Prepare the Excel File

Create an Excel file with two sheets.

File example: Email_Automation.xlsx

Sheet 1: Email_Log

Timestamp Sender Subject Category Priority Department Action Attachment Spam Summary
Required

This sheet stores the processed email records for auditing and tracking.

Sheet 2: Department_Routing

Department PIC_Name Email Telegram_Chat_ID

Support Andi andi@company.com 12345678
Sales Rina rina@company.com 23456789
Finance Budi budi@company.com 34567890
Technical Dodi dodi@company.com 45678901
Management CEO ceo@company.com 56789012
General Admin admin@company.com 67890123

This sheet maps departments to the responsible team member and their
Telegram chat ID.

5. Configure Telegram

Create a Telegram Bot and connect it to n8n.

Ensure the Telegram Chat IDs in the Excel routing sheet are correct so
notifications are delivered to the right person.

6. Configure Excel Credentials

Connect your Excel 365 account to n8n and select the Excel file used for
logging and department routing.

7. Test the Workflow

Send a test email to your monitored inbox.

The workflow should: 1. Analyze the email using AI 2. Determine category
and department 3. Log the result in Excel 4. Send a Telegram
notification to the responsible department

Example Output

Example AI output:

{
 "summary": "Customer asking about invoice payment status",
 "category": "Invoice",
 "priority": "Medium",
 "department": "Finance",
 "has_attachment": true,
 "action_required": true,
 "spam": false
}

Example Telegram notification:

📩 New Email Routed

Department: Finance
Priority: Medium

From: client@example.com
Subject: Invoice payment status

Summary:
Customer asking about invoice payment status

Action Required: Yes
Attachment: Yes

Requirements

• n8n
• OpenAI API key
• Email account (IMAP / Gmail / Outlook)
• Microsoft Excel 365
• Telegram Bot

Customization Ideas

You can extend this workflow by adding: - Jira ticket creation for
technical issues - Slack or Microsoft Teams notifications - CRM
integration for sales leads - sentiment analysis for customer emails -
automated support ticket creation - SLA monitoring and escalation

Notes

This workflow demonstrates how AI can automate email intake,
classification, and operational routing for teams.

It can be adapted for customer support, internal operations, finance
monitoring, and technical issue tracking.