Want your Gmail inbox to stay organized automatically? This tutorial shows how to build an ongoing Gmail auto-labeling workflow in Needle that labels new emails in real-time.

Overview

The workflow monitors your inbox for new emails and instantly applies smart labels—keeping your inbox organized without lifting a finger.

Key Actions

1. Gmail New Email Trigger – Activates immediately when new emails arrive
2. AI Content Analysis – Examines sender, subject, and email body
3. Smart Label Assignment – Determines appropriate labels based on learned patterns
4. Instant Label Application – Applies labels in real-time (within seconds of email arrival)
5. Optional Actions – Can also star, archive, or mark as important

What You'll Need

• Gmail Account – Personal or Google Workspace Tip: Set up initial label structure before activating the workflow
• Label Rules – Define patterns (e.g., all emails from specific domains get certain labels)
• Action Preferences – Choose whether to auto-archive newsletters, star urgent emails, etc.

How It Works

When a new email arrives:

1. The workflow triggers within seconds
2. AI analyzes the email to determine:
   • Email type (work, personal, newsletter, invoice, meeting)
   • Sender importance (client, colleague, unknown)
   • Urgency indicators
   • Project or topic relevance
3. Based on analysis, the workflow:
   • Applies one or more labels (e.g.,

     Work/ClientA

     ,

     💰 Finance

     )
   • Stars if marked as urgent
   • Archives if it's a newsletter (optional)
   • Marks as important if from VIP senders
4. You see the labeled email in your inbox, already organized

Example Label Logic:

• From boss@company.com →

  ⭐ Important

  ,

  Work/Management

• Contains "invoice" →

  💰 Finance/Invoices

  , archive
• Newsletter pattern detected →

  📧 Newsletters

  , archive
• Meeting invitation →

  📅 Calendar/Meetings

  , star

Wrap-up

With this Needle workflow, every new email is automatically organized the moment it arrives—maintaining inbox zero effortlessly and ensuring important messages never get lost in clutter. Perfect for busy professionals who receive 50+ emails daily.