Microsoft Outlook AI Email Assistant with Contact Support from Monday and Airtable

# Microsoft Outlook AI Email Assistant ## **Prerequisites** ### **1. Microsoft 365 Login Credentials** - Provide your Office 365 credentials to connect to Outlook. ### **2. Monday.com** - Generate an API token and have a board with your contact details. ### **3. Airtable** - Obtain an API key (or personal access token) and set up a base to store: - **Contacts** (populated by the Monday.com sync). - **Rules & Categories** (used by the AI Email Assistant). - Use this Airtable base as the template: [Airtable AI Email Assistant Template](https://airtable.com/appuffxqy5HlNYAXJ/shrhb292ZMF8FezS/tblP9SIola8yglSc0/viwxAIMM6vWoahfM?blocks=hide). Define your own rules, categories, and delete rules. ### **4. OpenAI API Key** - Sign up for OpenAI if you don't already have an account. - Generate a new API key at [OpenAI API Keys](https://platform.openai.com/api-keys). --- ## **What the System Does** ### **1. Daily Contact Sync (Monday.com → Airtable)** - Runs **once a day** to pull the latest contacts from Monday.com and store or update them in Airtable. ### **2. AI Email Categorisation & Prioritisation** - Fetches **Outlook emails** with filters. - Cleans and processes email content. - Matches emails with known contacts from Airtable. - Uses an **AI agent** to classify, categorize, and prioritize emails. - Updates **Outlook categories and importance** based on AI results. - Runs in parallel with **Airtable rules & categories retrieval** for real-time decision-making. --- # **Workflow 1: Daily Contact Sync (Monday.com → Airtable)** ### **Purpose** Keep Airtable's **Contacts** table up to date by pulling new or updated contact data from Monday.com **daily**. ### **Steps** 1. **Schedule Trigger** - Runs at a set interval (daily) to initiate contact syncing. 2. **Monday.com: Get Contacts** - Reads the specified **board/columns** from Monday.com where you store contact details. 3. **Airtable - Contacts** - **Upserts** (adds or updates) the fetched Monday.com data into Airtable's **Contacts** table. - Ensures **daily updates** reflect changes from Monday.com. ### **Result** A **consolidated contact list** in Airtable, ready for AI email categorization. --- # **Workflow 2: Categorize & Prioritize Outlook Emails** ### **Purpose** Fetches **Outlook emails**, cleans and processes their content, **matches senders** with known contacts, and uses AI to categorize and prioritize them. ### **Steps** #### **1. Get Outlook Emails with Filters** - **Trigger**: Either scheduled (`Check Mail Schedule Trigger`) or manual (`Test Workflow`). - **Outlook Filters**: - **Not flagged** (`flag/flagStatus == notFlagged`). - **Not categorized** (`not categories/any()`). **→ Result**: A batch of **fresh, unprocessed emails** ready for processing. --- #### **2. Sanitize Email** - **Convert to Markdown**: Strips **HTML tags** and normalizes formatting. - **Email Messages Processing**: Allows manual removal of **signatures, disclaimers, or extra content**. **→ Result**: A **clean, AI-friendly email** for categorization. --- #### **3. Match Contact** - **Loop Over Emails**: Iterates over each email. - **Contact Lookup**: Checks Airtable's **Contacts** table (updated daily). - **Merge Data**: Enriches emails with known **client, supplier, or internal team** info. **→ Result**: Enhanced email context **for AI processing**. --- #### **4. AI Agent to Categorize & Prioritize** - **Retrieve Rules & Categories** - Reads **Rules, Categories, and Delete Rules** from Airtable in parallel. - **AI: Analyze Email (Tools Agent)** - Uses **email text, sender info, and rules** to build a **structured AI prompt**. - **OpenAI Chat Model** - Processes the AI prompt and outputs: - **Category** - **Subcategory (optional)** - **Priority level** - **Short rationale** - **Structured Output Parser** - Ensures AI response is in valid **JSON format**. **→ Result**: Each email is **labeled, categorized, and prioritized** with AI-driven logic. --- #### **5. Set Outlook Category & Importance** - **Set Category**: Updates Outlook with the assigned **category**. - **Check Priority Conditions** (`If` Node): - If **Action Required** or from a VIP, mark as **High Priority**. - **Set Importance**: Updates the email's **importance flag** in Outlook. **→ Result**: Outlook is updated with **categories & importance** based on AI recommendations. --- ## **Parallel Processing: Retrieve Rules & Categories** - Runs **alongside** the email categorization workflow. - Ensures **Airtable-based rules** are available before AI processing. ### **Steps** 1. **Airtable: Get Rules & Categories** - Fetches **Rules, Categories, and Delete Rules** from Airtable. 2. **Delete Rules (Optional)** - If a delete rule matches, the email is removed. **→ Result**: A dynamic, **updatable rule system** ensuring emails are handled properly. --- ## **Final Outcome** - **Daily Contact Sync** keeps the contact list consolidated and up to date for AI email categorization.