How to create an AI e-mail assistant

Creation Date: October 11, 2023

Created By: Adam Shilton
​

1. In this scenario, I'm wanting to have AI summarise all of the e-mails

that end up in my newsletter folder. You can see this e-mail is tagged
with the label e-mail

2. I then want the date, sender, subject and summary to go into a Google
Sheet (although you could connect other apps like Notion, Airtable etc)

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# Go to Make
3. Click on Sign in with Google (or whatever sign-in preference you
have) Make is free for up to 1000 operations per month, which makes it
an excellent Zapier alternative.

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4. Once you've logged in you'll be able to create a scenario

5. Click on Open Scenario Builder

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6. You'll then be able to add modules to the scenario that you can
connect together. Ours will use 3: 1. Gmail 2. OpenAI 3. Google Sheets

7. Search for Gmail

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8. Click on Watch Emails… which will create a trigger for e-mails with the
filters we'll set up in the next step

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9. Click on Create a connection. This will take you through to an
approval to authorise your Google Workspace

10. We're going to click to choose a folder

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11. Then select my newsletter folder

12. And ensure that the criteria applies to all e-mails, irrespective of
whether they're read or not.

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13. Select All emails when asked where you want to start

14. We then want to add a step for the AI summary, so we'll use OpenAI

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15. Click on Create a Completion (GPT-3, GPT-3.5, GPT-4)…

16. Click on Create a connection

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17. Copy https://beta.openai.com/account/api-keys into another browser
tab

[Note - You must have an OpenAI account to do this. Even if you don't have the paid version
of ChatGPT, you'll need an API account setup with a billing method. For more detail follow
this guide - https://crmforyourbusiness.com/blog/how-to-create-openai-api-keys

# OpenAI Platform
18. Click on Create new secret key‍

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19. Type a key name

20. Click on Copy

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21. An paste back into Make

22. Open https://beta.openai.com/account/org-settings in a separate

browser tab

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23. Grab your Org ID from the link and paste back in (I've had to blur
mine)

24. Keep the method as it is 'Create a completion'

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25. Click on Model…

26. Click on gpt-3.5-turbo-16k

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The 16k has a larger token limit so it's better for processing more text (can be more
expensive though)

27. Click on Add item under messages

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28. Under the first role, select 'System'

29. The system message is the persona you want GPT3.5 to assume.
This is the 'based prompt' that it will use every time it generates a
response.

Prompt "Select Act as an expert personal assistant with expertise in managing busy e-mail
inboxes"

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30. Now we'll add another item

31. This time for a user role

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32. We can now provide the instruction to be carried out.

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33. This is where it gets clever, we can use the variables pop-up to select
the portions of the e-mail from Gmail that we want to summarise. We'll
select text content...

34. And HTML content just to be safe

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35. And then we'll complete the instruction prompt with the output
format plus any additions.

The complete prompt is:

"Please summarise the below:

[Variable - Text Content]

[Variable - HTML Content]

Please summarise as bullet points.

Then, use your judgement to determine the urgency of the e-mail based on the language
used"

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36. We'll then add another module

37. This time Google Sheets

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38. We want to create a new row for every e-mail

39. As with Gmail and OpenAI, you'll have to authorise your connection
to Google Sheets

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40. We'll then need to choose the Sheet we want to connect to

41. And select e-mail summaries (yours might be called something

different)

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42. Make sure it's pointing to the right sheet

43. And we'll then need to update what values we want to populate for
each column from our list of variables

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44. Date from Gmail

45. Sender from Gmail

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46. Click on Sender name

47. Subject from Gmail

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48. Click on Subject

49. And the summary produced from OpenAI

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50. Little tricky to find. You'll need to expand message

51. And then click on content

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52. Click on OK

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53. That should be everything you need for it to run (you do get a
progress / error log on the bottom right in case something hasn't
worked)

54. TADA! - Gmail -> OpenAI Summary -> Google Sheet

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Created with Tango.us

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