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.
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?
We're here to help. Drop us an email and let's explore how we can optimize your workflows.
Email ushello@mereth.dev