Multilingual Email Auto-Reply AI Agent

Email Automation Agent Setup Guide

What This Agent Does

This intelligent email automation agent revolutionizes how you manage incoming emails by automatically detecting, translating, responding to, and organizing messages—all without manual intervention. The agent checks your Gmail inbox every hour, identifies unread emails, translates non-English content to English, generates professional AI-powered responses, notifies your team via Slack, and marks everything as read for a clean inbox.

Key benefits include:

• Save 5-10 hours weekly by automating email responses and management
• Never miss important emails with hourly checks and Slack notifications
• Break language barriers with automatic translation to English
• Maintain professionalism through AI-generated contextual responses
• Improve team coordination with real-time Slack alerts about incoming emails

Ideal for: Customer support teams, sales departments, multilingual organizations, and anyone overwhelmed by email volume who wants intelligent automation without losing the personal touch.

Who Is It For

This agent is perfect for:

• Customer Support Teams managing high-volume inquiries across multiple languages
• Sales Professionals who need quick, professional responses to client emails
• Multilingual Businesses operating across different regions and languages
• Busy Executives delegating email management while staying informed
• Remote Teams needing centralized notification systems for important communications
• Service Providers offering 24/7 responsiveness through automated yet personalized replies

Required Integrations

Gmail

Why it's needed: Gmail is your primary data source. The agent reads your inbox, retrieves full email details, generates replies, and marks messages as read—all core functions requiring Gmail access.

Setup steps:

1. Enable Gmail API in Google Cloud Console

   • Visit Google Cloud Console
   • Create a new project or select an existing one
   • Search for "Gmail API" and click Enable

2. Create OAuth 2.0 Credentials

   • Navigate to Credentials in the left sidebar
   • Click Create Credentials → OAuth 2.0 Client ID
   • Choose Desktop application as the application type
   • Download the JSON credentials file

3. Configure in TaskAGI

   • In TaskAGI, go to Integrations → Gmail
   • Click Connect and select OAuth 2.0
   • Upload your downloaded JSON credentials file
   • Authorize TaskAGI to access your Gmail account
   • Verify the connection shows Connected status

Obtaining credentials: Your OAuth credentials are automatically generated when you create the Client ID in Google Cloud Console. Store the JSON file securely—you'll need it for TaskAGI configuration.

OpenAI

Why it's needed: OpenAI powers two critical functions: translating emails to English and generating intelligent, context-aware responses that maintain your professional voice.

Setup steps:

1. Create an OpenAI Account

   • Visit OpenAI Platform
   • Sign up or log in to your account
   • Navigate to API Keys in your account settings

2. Generate API Key

   • Click Create new secret key
   • Copy the key immediately (you won't see it again)
   • Store it securely in a password manager

3. Set Up Billing

   • Go to Billing → Overview
   • Add a payment method
   • Set usage limits to control costs (recommended: $10-20/month for this agent)

4. Configure in TaskAGI

   • Navigate to Integrations → OpenAI
   • Click Connect and select API Key
   • Paste your secret key
   • Test the connection by clicking Test Connection
   • Verify status shows Connected

Obtaining credentials: Your API key is generated in the OpenAI dashboard under API Keys. Keep this confidential—treat it like a password.

Slack

Why it's needed: Slack integration notifies your team in real-time whenever new emails arrive, ensuring important messages don't get lost and your team stays synchronized.

Setup steps:

1. Create a Slack App

   • Visit Slack App Directory
   • Click Create New App → From scratch
   • Name it "TaskAGI Email Agent"
   • Select your workspace

2. Enable Incoming Webhooks

   • In your app settings, go to Incoming Webhooks
   • Toggle Activate Incoming Webhooks to On
   • Click Add New Webhook to Workspace
   • Select the channel where notifications should appear (e.g., #email-notifications)
   • Authorize the app

3. Copy Webhook URL

   • After authorization, copy the Webhook URL displayed
   • This URL is your credential for TaskAGI

4. Configure in TaskAGI

   • Navigate to Integrations → Slack
   • Click Connect and select Webhook
   • Paste your Webhook URL
   • Test by clicking Send Test Message
   • Verify the test message appears in your Slack channel

Obtaining credentials: Your Webhook URL is generated automatically when you authorize the app to your workspace. It's a long URL starting with https://hooks.slack.com/...

Configuration Steps

Node 1: Check Inbox Every Hour (Trigger)

This is your workflow's heartbeat. It automatically initiates the entire process every 60 minutes.

Configuration:

• Interval Type: Hours
• Interval Value: 1
• Start Time: Set to your business hours start (e.g., 9:00 AM)
• End Time: Set to your business hours end (e.g., 6:00 PM)

Why this matters: Hourly checks balance responsiveness with API efficiency. Adjust the interval based on your needs—use 30 minutes for high-volume support, or 4 hours for lower-priority inboxes.

Node 2: Search Unread Emails (Gmail)

Retrieves all unread messages from your inbox.

Configuration:

• Query: is:unread
• Max Results: 10 (adjust based on expected volume)
• Include Spam/Trash: False

Data output: Returns a list of email IDs and metadata that feeds into the conditional check.

Node 3: Has Unread Email? (Condition)

Branches the workflow: if unread emails exist, process them; otherwise, skip to completion.

Configuration:

• Condition: Count of results > 0
• True Path: Proceed to Node 4 (Get Email Details)
• False Path: Proceed to Node 11 (No New Emails)

Node 4: Get Email Details (Gmail)

Retrieves the complete email content, including subject, sender, and body.

Configuration:

• Message ID: [[nodes.2.results[0].id]] (processes the first unread email)
• Format: Full
• Include Headers: True

Data output: Complete email object with all metadata needed for translation and response generation.

Node 5: Translate to English (OpenAI)

Automatically translates non-English emails to English for consistent processing.

Configuration:

• Model: gpt-4o-mini (cost-effective for translation)
• Prompt:

Translate the following email content to English. 
If already in English, return as-is. 
Preserve all formatting and context.

Email Content:
[[nodes.4.body]]

• Temperature: 0.3 (low for accuracy)
• Max Tokens: 1000

Why gpt-4o-mini: This lightweight model excels at translation while minimizing API costs.

Node 6: Generate AI Response (OpenAI)

Creates a professional, contextual reply based on the email content.

Configuration:

• Model: gpt-4o (advanced reasoning for quality responses)
• Prompt:

You are a professional email assistant. Based on the following email, 
generate a courteous, professional response that:
1. Acknowledges the sender's message
2. Addresses their main concern or question
3. Provides helpful next steps
4. Maintains a warm, professional tone

Original Email:
Subject: [[nodes.4.subject]]
From: [[nodes.4.from]]
Content: [[nodes.5.text]]

Generate only the response body, without greeting or signature.

• Temperature: 0.7 (balanced for natural, professional tone)
• Max Tokens: 500

Why gpt-4o: This advanced model generates more nuanced, contextually appropriate responses than lighter models.

Node 7: Prepare Reply Body (Function)

Formats the AI-generated response into a complete email body with greeting and signature.

Configuration:

return {
  replyBody: `Hi ${nodes.4.from.split('<')[0].trim()},\n\n${nodes.6.text}\n\nBest regards,\nAutomated Email Assistant`
}

Data output: replyBody object used by the Send Reply node.

Node 8: Notify on Slack (Slack)

Sends a real-time notification to your team about the incoming email.

Configuration:

• Channel: #email-notifications (or your chosen channel)
• Message Format:

📧 New Email Processed
From: [[nodes.4.from]]
Subject: [[nodes.4.subject]]
Status: ✅ Response Generated & Sent

• Include Timestamp: True

Node 9: Send Reply (Gmail)

Sends the AI-generated response back to the original sender.

Configuration:

• Message ID: [[nodes.4.id]]
• Reply Body: [[nodes.7.replyBody]]
• Include Original: True
• Add Signature: False (already included in Node 7)

Node 10: Mark as Read (Gmail)

Marks the processed email as read to maintain inbox organization.

Configuration:

• Message ID: [[nodes.4.id]]
• Mark as: Read

Node 11: No New Emails (No Operation)

Completes the workflow gracefully when no unread emails exist.

Configuration: No parameters needed—this is a terminal node.

Testing Your Agent

Step 1: Initial Test Execution

1. Navigate to your workflow in TaskAGI
2. Click Test Workflow (or Run Now for immediate execution)
3. Send a test email to your Gmail account from another email address
4. Wait for the hourly trigger to activate, or manually trigger the workflow

Step 2: Verify Each Node

Gmail Integration:

• Check that Node 2 successfully retrieves your unread email
• Verify Node 4 displays the complete email content with subject, sender, and body

OpenAI Integration:

• Confirm Node 5 translates the email (or returns it unchanged if already English)
• Verify Node 6 generates a coherent, professional response

Slack Notification:

• Check your designated Slack channel for the notification message
• Confirm it includes sender, subject, and status

Email Response:

• Verify the original sender received the AI-generated reply
• Check that the reply includes proper greeting and signature

Inbox Management:

• Confirm the original email is marked as read in Gmail
• Verify your inbox remains clean and organized

Step 3: Success Indicators

✅ All systems working correctly when:

• Unread emails are detected within 60 minutes
• Translations appear accurate (if applicable)
• AI responses are professional and contextually relevant
• Slack notifications arrive in real-time
• Replies are sent and marked as read automatically
• No errors appear in the workflow execution log

Troubleshooting tips:

• If emails aren't detected, verify Gmail API is enabled and credentials are current
• If translations fail, check OpenAI API key has available credits
• If Slack notifications don't appear, verify the webhook URL is correct and the channel exists
• If replies aren't sent, ensure Gmail credentials have "Send as" permissions

Your email automation agent is now ready to transform how you manage communications! Start with a small test group and scale up as you gain confidence in the system.