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Time to complete15–25 minutes
DifficultyBeginner to Intermediate
PrerequisitesGmail connection
You’ll buildAssignments that triage inboxes, draft replies, and extract data from incoming emails

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Why Automate Gmail?

The Problem: Most business inboxes are a source of constant interruption. Teams manually sort, classify, and respond to emails that follow predictable patterns—inbound leads, support requests, order confirmations, approval requests. This work is repetitive, error-prone, and steals time from higher-value tasks. The Solution: Duvo assignments can monitor your Gmail inbox and take action the moment an email arrives—routing inquiries to the right people, drafting replies in your voice, extracting structured data, and logging everything to your existing systems. What you can achieve:
  • Triage incoming emails by category before you open your inbox
  • Draft replies to routine inquiries so you only need to review and send
  • Extract order numbers, lead details, or approval requests from email bodies automatically
  • Route likely escalations to the right person without manual handling
  • Keep a spreadsheet, CRM, or Slack channel updated with relevant emails

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Before You Start

Make sure you have these ready:
  • Gmail connection — Click Enable on the Connections page and authorize with your Google account
  • Google Sheets connection (optional) — for logging data to a spreadsheet
  • Google Drive connection (optional) — for saving invoice attachments
  • Slack connection (optional) — for escalation notifications
  • CRM connection (optional) — HubSpot, Salesforce, or Pipedrive for lead logging

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Use Case 1: Inbox Triage

Outcome: Your inbox arrives pre-sorted. High-priority emails are flagged and forwarded. Many routine requests can be handled automatically. You spend more time on what matters. This workflow classifies incoming emails, applies Gmail labels, and routes each category based on your SOP—reducing manual inbox triage.

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Step 1: Create Your Assignment

  1. Click ”+ Create Assignment” from your dashboard
  2. Select “Use Assignment Builder”

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Step 2: Paste This SOP

Monitor my Gmail inbox for new emails.

For each incoming email, determine its category:
- Support request: asking for help with a product or service
- Lead inquiry: a potential customer asking about pricing or capabilities
- Internal: from a colleague (same company domain as mine)
- Newsletter or marketing: bulk email, promotional content, or newsletters
- Invoice or receipt: a financial document or transaction record
- Other: anything that does not fit the above

Then take the appropriate action:

For Support requests:
- Apply the Gmail label "Support"
- Forward to support@company.com with a summary: "New support request from [Name]: [one-line summary of their question]"

For Lead inquiries:
- Apply the Gmail label "Leads"
- Log the sender's name, company, email address, and their question in the "Inbound Leads" Google Sheet
- Save a draft reply: "Thanks for reaching out! I'll have someone get back to you within 1 business day."

For Invoices and receipts:
- Apply the Gmail label "Finance"
- If there is a PDF attachment, save it to the "Invoices" folder in Google Drive

For Newsletters and marketing:
- Apply the Gmail label "Newsletters"
- Archive the message

For Internal and Other:
- No action. Leave as-is.

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Step 3: Enable the Gmail Trigger

To start a Job automatically when a new email arrives:
  1. Open your assignment settings
  2. Go to Triggers
  3. Select Gmail as the trigger source
  4. Leave the “Emails from” field empty to match any sender, or enter a specific address to filter
See Event-Driven Triggers for full setup details.

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Step 4: Connect Required Integrations

Under Connections, enable:
  • Gmail — required
  • Google Sheets — for logging lead inquiries
  • Google Drive — for saving invoice attachments

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Expected Results

  • Incoming emails are typically labeled and routed quickly
  • The “Inbound Leads” spreadsheet is updated automatically for each lead inquiry
  • Invoice PDFs are stored in Google Drive without manual downloads
  • Your inbox shows mostly emails that need your attention

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Use Case 2: Drafting Replies to Common Inquiries

Outcome: You arrive at your inbox to find draft replies already written for routine emails. Drafts use your preferred tone and reference information from your files, then wait for your approval before sending. This workflow drafts replies for you but does not send anything until you review. You stay in control; the assignment handles the writing.

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Step 1: Upload Your Reference Documents

Go to Assignment Settings > Files and upload:
  • Product or service FAQ
  • Pricing information
  • Any email templates or brand voice guidelines
These give the assignment accurate information to draw on when composing replies.

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Step 2: Paste This SOP

Monitor my Gmail inbox for new customer emails.

For each email:

1. Check whether the question can be answered using the information in my uploaded Files.

2. If yes:
   - Draft a reply that addresses the customer by name, answers their specific question with accurate details, and uses a professional but friendly tone
   - Sign off with my name
   - Save as a Gmail draft — do NOT send

3. If the question requires account-specific information you don't have access to:
   - Draft a short reply: "Thanks for your message. I'm looking into this and will follow up within 2 business days."
   - Apply the Gmail label "Needs Follow-up"
   - Save as a Gmail draft — do NOT send

4. If the email is a complaint or expresses frustration:
   - Draft an empathetic acknowledgment that takes the concern seriously without making commitments
   - Apply the Gmail label "Escalate"
   - Send me a Slack message: "Complaint received from [sender name]: [one-line summary]"
   - Save as a Gmail draft — do NOT send

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Step 3: Connect Required Integrations

Under Connections, enable:
  • Gmail — required
  • Slack — for escalation notifications

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Expected Results

  • Routine inquiries typically have draft replies waiting in your Drafts shortly after arrival
  • Complaints are flagged in Slack and queued for your personal review
  • Emails requiring account context are acknowledged automatically so no customer is left waiting
  • You send or discard each draft — nothing goes out without your approval

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Use Case 3: Extracting Data from Inbound Emails

Outcome: Order confirmations, inbound form submissions, and structured notifications can be logged to a spreadsheet as they arrive, with minimal manual entry. This is ideal for teams receiving order emails, lead notification emails from web forms, or any recurring email with a consistent structure.

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Step 1: Identify the Email Source

Find the sender address for the emails you want to process. For example:
  • Order confirmations from your e-commerce platform: noreply@yourplatform.com
  • Lead notifications from your website form tool: notifications@typeform.com
  • Booking confirmations: confirm@calendly.com

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Step 2: Paste This SOP

Adapt the fields to match the data in your emails: 
Monitor my inbox for new emails from noreply@yourplatform.com.

For each email:
1. Extract the following fields from the email body:
   - Order number
   - Customer name
   - Customer email address
   - Order total
   - Items ordered (list each item and quantity on a separate line)
   - Delivery address
   - Order date

2. Append a new row to the "Order Tracker" Google Sheet with these fields in the matching columns.

3. If the order total is over $500, send me a Slack message:
   "Large order received: Order #[number] from [customer name] for $[amount]"

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Step 3: Connect Required Integrations

Under Connections, enable:
  • Gmail — required
  • Google Sheets — for the tracker spreadsheet
  • Slack — for high-value order alerts (optional)

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Expected Results

  • Inbound orders and form submissions are logged to a spreadsheet automatically
  • High-value events trigger a Slack notification
  • Your tracker stays current — no batch imports, no manual entry
  • You have an audit trail of received emails and the data extracted from them

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Tips for Better Results

Be specific about which emails to act on: Filtering to a specific sender address (“emails from orders@yourplatform.com”) prevents false positives and makes your assignment more reliable than filtering by keyword alone. Start with drafts, not sends: For any workflow that replies to customers, configure the SOP to save drafts rather than send immediately. Once you’re confident in the output quality, you can switch to automatic sending for low-risk categories. Upload reference documents to Files: Assignments that draft replies produce better output when they have access to your product documentation, FAQ, pricing guide, and brand voice guidelines via Files. Use Human-in-the-Loop for sensitive replies: For complaints, billing questions, or high-value customers, add an approval step so replies require your explicit sign-off before sending. See Human-in-the-Loop. Improve categorization over time: If the assignment misclassifies an email, use the Learning Feature to correct it. Each correction makes future categorization more accurate.

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Troubleshooting

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Assignment is not picking up new emails

  • Check that the Gmail trigger is active in Assignment Settings > Triggers
  • Re-authorize the Gmail connection on the Connections page if it shows as disconnected
  • Gmail triggers only monitor the inbox of the account you connected. Shared inboxes and delegated accounts are not currently supported as trigger sources

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Replies are going out before I can review them

  • Edit your SOP to use “save as a Gmail draft” instead of “send” for the relevant categories
  • Or add a Human-in-the-Loop approval step before any send action

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Emails are being categorized incorrectly

  • Add more specific criteria for each category in your SOP — for example, add the exact sender domain for internal emails
  • Include examples of emails that belong in each category directly in your SOP
  • Use the Learning Feature to mark incorrect categorizations and improve over time

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Data extracted from emails is incomplete or incorrect

  • Check whether the email format is consistent. If the sender uses different templates, add instructions to handle the variations
  • For HTML-heavy emails, extraction may miss values formatted as images or tables. Add a note in your SOP to extract from the plain-text version where possible

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Attachments are not being saved to Google Drive

  • Check that the Google Drive connection is authorized on the Connections page
  • Make sure the folder name in your SOP exactly matches the folder name in Drive