AI email routing¶

A shared mailbox makes everyone responsible for every email, which means nobody is. This workflow reads each message, works out which team it belongs to and how urgent it is, and puts it in one person’s Inbox.

The AI email routing workflow on the canvas: Inbound email, then Find the client, then Classify, then Pick the owner, then Note the owner, then Urgent?, then Text the owner

Before you start¶

An inbound email address in BaseCloud
Credit for the AI Prompt task

The workflow¶

Step	Task	Type	What it does
1	Inbound email	Inbound Email	Starts when an email arrives
2	Find the client	Match to Client(s)	Finds the client by the sender’s address
3	Classify	AI Prompt	Extracts a category, an urgency and a one-line summary
4	Pick the owner	Key Match	Maps the category to the person who handles it
5	Note the owner	Workflow Note	Puts the email in that person’s Inbox as a note
6	Urgent?	If Statement	Continues only for high urgency
7	Text the owner	SMS	Texts an alert

About the variables

Values such as {{task_36617_…}} carry the number of the task they come from, so yours will differ. Do not type them: click into a field and pick the value from an earlier task.

1. Inbound email¶

Task: Inbound Email. Starts when an email arrives.

This task has no settings to fill in.

2. Find the client¶

Task: Match to Client(s). Finds the client by the sender’s address.

Field	Set it to
Action	`Match to Client`
Find the client by	Contact email = `{{task_36617_from_email}}`

3. Classify¶

Task: AI Prompt. Extracts a category, an urgency and a one-line summary.

Field	Set it to
AI model	`OpenAI · GPT-5 Mini (Balanced)`
What type of analysis do you want to do?	`Extract Data`
Fields to Extract	`category`, `urgency`, `summary`

Input

Subject: {{task_36617_subject}}

{{task_36617_body_text}}

4. Pick the owner¶

Task: Key Match. Maps the category to the person who handles it.

The Key Match task named Pick the owner, opened to its settings

Field	Set it to
Match Value	`{{task_36619_category}}`
Fallback Value	Wendy Darling
Key → Value Map	`billing` → `Tiger Lily`, `technical` → `Tinker Bell`, `sales` → `Peter Pan`

5. Note the owner¶

Task: Workflow Note. Puts the email in that person’s Inbox as a note.

Field	Set it to
Action	`Create Note`
Client ID	`{{task_36618_match_client_id}}`
Note Type	`Note`
Priority	`High`
Due Date	`Now`
Tag Users	`{{task_36620_response}}`

Message

{{task_36617_subject}}

Category: {{task_36619_category}}
Urgency: {{task_36619_urgency}}

{{task_36619_summary}}

6. Urgent?¶

Task: If Statement. Continues only for high urgency.

Field	Set it to
Condition	`{{task_36619_urgency}}` contains `high`

7. Text the owner¶

Task: SMS. Texts an alert.

Field	Set it to
Client	`{{task_36618_match_client_id}}`
To (phone number)	`+13125550142`
Message	`Urgent email from {{task_36617_from_name}}: {{task_36617_subject}}. It is in your Inbox.`

Make it yours¶

Edit the map in Pick the owner to match your teams. The fallback value catches anything the AI labels differently.
Add an automatic acknowledgement to the sender.