This article provides a complete, practical walkthrough of the Mondaycom Schedule Send Scheduled n8n agent. It connects HTTP Request, Webhook across approximately 1 node(s). Expect a Intermediate setup in 15-45 minutes. One‑time purchase: €29.

What This Agent Does

This agent orchestrates a reliable automation between HTTP Request, Webhook, handling triggers, data enrichment, and delivery with guardrails for errors and rate limits.

It streamlines multi‑step processes that would otherwise require manual exports, spreadsheet cleanup, and repeated API requests. By centralizing logic in n8n, it reduces context switching, lowers error rates, and ensures consistent results across teams.

Typical outcomes include faster lead handoffs, automated notifications, accurate data synchronization, and better visibility via execution logs and optional Slack/Email alerts.

How It Works

The workflow uses standard n8n building blocks like Webhook or Schedule triggers, HTTP Request for API calls, and control nodes (IF, Merge, Set) to validate inputs, branch on conditions, and format outputs. Retries and timeouts improve resilience, while credentials keep secrets safe.

Third‑Party Integrations

• HTTP Request
• Webhook

Import and Use in n8n

1. Open n8n and create a new workflow or collection.
2. Choose Import from File or Paste JSON.
3. Paste the JSON below, then click Import.
4. Show n8n JSON

   Title:  
   Automating Smart Email Categorization with AI: Inside the Microsoft Outlook AI Email Assistant Workflow
   
   Meta Description:  
   Discover how this advanced n8n workflow leverages OpenAI, Airtable, and Monday.com to build a powerful AI assistant that categorizes and prioritizes Outlook emails automatically. Streamline email management like never before.
   
   Keywords:  
   n8n, Microsoft Outlook, AI email assistant, OpenAI, Airtable, Monday.com, email categorization, workflow automation, GPT-4o, Outlook automation, CRM integration, email AI, OpenAI GPT, productivity tools
   
   Third-Party APIs Used:
   
   1. Microsoft Outlook API (Microsoft365)
   2. OpenAI API (GPT-4o model)
   3. Airtable API
   4. Monday.com API
   
   Article:
   
   Revolutionizing Inbox Management: The Microsoft Outlook AI Email Assistant Built with n8n and GPT-4
   
   In the age of digital overload, managing an ever-growing inbox is a productivity bottleneck for most professionals. Whether it’s client inquiries, supplier updates, marketing content, or internal memos—our attention gets tugged in every direction. This is where automation comes to the rescue. A shining example is the Microsoft Outlook AI Email Assistant built using n8n, a powerful open-source workflow automation tool.
   
   This custom workflow demonstrates how cleverly orchestrated automation can infuse intelligence into your daily communication tasks, classifying and prioritizing Outlook emails based on rules, contacts, and context—all powered by AI. Let’s explore how it works under the hood.
   
   The Problem It Solves
   
   Unorganized inboxes filled with uncategorized, non-prioritized emails hold back productivity. Tags and flags are often underused or inconsistently applied. Time-sensitive emails from important contacts are buried among newsletters and updates. Manually classifying and triaging these emails just doesn’t scale.
   
   The Microsoft Outlook AI Email Assistant solves this challenge by intelligently reading, sanitizing, and categorizing emails using OpenAI's GPT-4o, while integrating CRM contacts and business rules to apply personalized logic. 
   
   The result: A clean, categorized inbox with high-importance emails surfaced and action items clearly labeled.
   
   Workflow Overview
   
   This n8n workflow connects several systems—Microsoft Outlook, OpenAI, Monday.com, and Airtable—to create a seamless AI-powered inbox assistant.
   
   Let’s walk through the key stages:
   
   1. Email Retrieval from Outlook
   
   The workflow fetches incoming Outlook emails that:
   - Are not flagged
   - Do not already have a category
   This filtering ensures the system only processes new, untriaged messages.
   
   2. Sanitization
   
   Each email’s HTML content is cleaned and converted to plain text/Markdown. This helps remove unnecessary formatting and makes content AI-friendly.
   
   3. CRM Contact Integration
   
   To give the AI contextual awareness, relevant contacts (clients, suppliers, etc.) are pulled from Monday.com daily and fed into Airtable. The assistant can then cross-reference sender details against this contact list during analysis.
   
   4. Loading Business Rules
   
   The system also imports custom business rules and categories from an Airtable database. These rules guide email classification and include:
   - Categories (CRM-defined like Finance, HR, Support)
   - Delete rules (to auto-remove specific types)
   - Categorization logic based on subject and sender
   
   5. Looping Over Emails
   
   Each email is passed through the loop for processing, where custom fields like subject, sender, and sanitized body are extracted and prepared for analysis.
   
   6. AI-Powered Categorization via OpenAI GPT-4o
   
   Here’s where the magic happens.
   
   Using OpenAI's GPT-4o and the structured LangChain agent in n8n, the workflow sends the email and accompanying metadata (contacts, rules, and categories) for analysis. The AI responds with:
   
   - Email subject
   - One primary category
   - An optional subcategory label (e.g., Action)
   - A brief explanation of the categorization decision
   
   The model is instructed explicitly not to invent additional categories or deviate from the approved taxonomy, ensuring consistent labeling.
   
   7. Parsing and Applying the Output
   
   Post-analysis, the output JSON is parsed using a structured parser. Then:
   
   - Outlook updates the email’s category
   - If labeled with the subcategory “Action,” the email’s importance is set to “High”
   
   This ensures that emails requiring attention are elevated, while others are filed automatically.
   
   8. Continuous Updating
   
   The contacts from Monday.com are refreshed via a scheduler, and the entire analysis process is ready to be re-triggered every 15 minutes (though this is optional and configurable).
   
   Key Benefits
   
   This smart workflow delivers several tangible benefits:
   
   - Personalized Categorization: Uses your rules and CRM context.
   - Actionable Prioritization: Flags important or time-sensitive emails.
   - Scalable Automation: Handles any inbox size with consistent logic.
   - AI Intelligence: GPT-4o ensures nuanced understanding, beyond keywords.
   - Seamless Sync: Works around the clock, updating contacts and parsing new messages.
   
   Use Case Flexibility
   
   While implemented with Outlook and a Monday.com CRM, this workflow is easily customizable. You could replace Monday with Salesforce, HubSpot, or Google Sheets—or change the categorization schema entirely.
   
   It’s not just an email sorter—it’s a contextual decision engine.
   
   Final Thoughts
   
   In this workflow, automation and artificial intelligence converge to transform the everyday task of email management into a streamlined, productive experience. Built entirely in n8n using no-code/low-code principles, it’s an accessible solution for anyone looking to elevate how email is handled in their work environment.
   
   Whether you're a busy executive, a support team lead, or an IT manager drowning in unread threads, this tool can give you clarity where there was once chaos.
   
   Welcome to the future of inbox management, driven by AI and automation.
   
   — End —

5. Set credentials for each API node (keys, OAuth) in Credentials.
6. Run a test via Execute Workflow. Inspect Run Data, then adjust parameters.
7. Enable the workflow to run on schedule, webhook, or triggers as configured.

Tips: keep secrets in credentials, add retries and timeouts on HTTP nodes, implement error notifications, and paginate large API fetches.

Validation: use IF/Code nodes to sanitize inputs and guard against empty payloads.

Why Automate This with AI Agents

AI‑assisted automations offload repetitive, error‑prone tasks to a predictable workflow. Instead of manual copy‑paste and ad‑hoc scripts, your team gets a governed pipeline with versioned state, auditability, and observable runs.

n8n’s node graph makes data flow transparent while AI‑powered enrichment (classification, extraction, summarization) boosts throughput and consistency. Teams reclaim time, reduce operational costs, and standardize best practices without sacrificing flexibility.

Compared to one‑off integrations, an AI agent is easier to extend: swap APIs, add filters, or bolt on notifications without rewriting everything. You get reliability, control, and a faster path from idea to production.

Best Practices

• Credentials: restrict scopes and rotate tokens regularly.
• Resilience: configure retries, timeouts, and backoff for API nodes.
• Data Quality: validate inputs; normalize fields early to reduce downstream branching.
• Performance: batch records and paginate for large datasets.
• Observability: add failure alerts (Email/Slack) and persistent logs for auditing.
• Security: avoid sensitive data in logs; use environment variables and n8n credentials.

FAQs

Can I swap integrations later? Yes. Replace or add nodes and re‑map fields without rebuilding the whole flow.

How do I monitor failures? Use Execution logs and add notifications on the Error Trigger path.

Does it scale? Use queues, batching, and sub‑workflows to split responsibilities and control load.

Is my data safe? Keep secrets in Credentials, restrict token scopes, and review access logs.