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Your Inbox is Not a Task Manager: Turning Gmail Into an Automated Workflow Engine

Stop using your inbox as a to-do list. Automatically sort, label, and snooze emails based on your own custom logic script.

November 27, 2025
2 min read

You have 4,312 unread emails. You keep them there "just in case." You are using your inbox as a database, a to-do list, and a filing cabinet. It is bad at all three.

Gmail Filters are okay, but they are limited. They can't say "If this is a newsletter older than 7 days, delete it." Apps Script can.

Here's What We'll Automate

A script that runs at night and auto-archives newsletters older than 7 days. It also un-snoozes emails you labeled as "FollowUp/3Days" so they reappear after 3 days.

The Code: Inbox Zero Bot

1. Setup

  • Label: Create a label Newsletters.
  • Label: Create FollowUp/3Days.

2. The Script

function processInbox() {
  const threads = GmailApp.getInboxThreads();
  const today = new Date();
  
  threads.forEach(thread => {
    // 1. Newsletter Cleanup
    const labels = thread.getLabels();
    const isNewsletter = labels.some(l => l.getName() === 'Newsletters');
    
    if (isNewsletter) {
      const lastMessageDate = thread.getLastMessageDate();
      const diffDays = (today - lastMessageDate) / (1000 * 60 * 60 * 24);
      
      if (diffDays > 7) {
        thread.moveToArchive();
        Logger.log(`Archived: ${thread.getFirstMessageSubject()}`);
      }
    }
  });
}
 
function processSnoozes() {
  // Un-snooze "3 Day" followups (Simplified logic)
  // In reality, you'd store the "snooze date" in a Property or parse the label add-date
  // This is a placeholder for the logic:
  
  const label = GmailApp.getUserLabelByName("FollowUp/3Days");
  const threads = label.getThreads();
  
  // Logic: If thread hasn't been replied to, mark unread and bump to top
  threads.forEach(t => {
     t.moveToInbox();
     t.markUnread();
     // Remove label so it doesn't loop
     t.removeLabel(label);
  });
}

3. Set the Trigger

Run processInbox every night at 2 AM.

Why This Wins

Filters only run when the email arrives. Scripts run on the existing pile. You can build complex logic like: "If email is from [Client X] and contains ‘Urgent’, send a text message to my phone via Twilio API."

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Want more help?

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hello@mereth.dev

email automationinbox zeroGoogle Apps Scriptproductivityworkflow automationGmail automation