Guides
Triage incoming email by subject
An email arrives. The workflow looks at its subject, files it or routes it, and leaves Neo's summary in an internal chat channel.
Before you start
This is the template "Incoming email triage". It reads a mailbox, so the workflow is private and works only for the mailbox of the person who created it. It needs the email and calendar add-on, Slack, a chat channel and AI credits. You fill in a label, two Slack channels and a chat channel. The texts a template writes (messages, task titles, email bodies) are in Spanish as the catalog has them: edit them to your language before you go live. This one matters most here: the keywords it looks for in the subject are Spanish words.
The template's reference page, with its trigger, steps and requirements: Incoming email triage.
The steps
Link to this section: The steps| Step | Setting |
|---|---|
| Trigger: email received | Fires for every message that arrives at the creator's mailbox. |
| «Switch» on the subject | Three branches, each with a condition "subject contains …": the Spanish words for invoice, quote and incident (factura, presupuesto, incidencia). The first one that matches runs; the others are not tried. |
| Branch Invoices | «Iterate attachments» (one task per attachment: "Record the attached invoice"), then apply a label to the message and move it to the archive. |
| Branch Quotes | Post to the sales channel on Slack and create a task "Reply to: <subject>". |
| Branch Incidents | Post to the workshop channel and create a task "Handle: <subject>". |
| «Ask the AI» | Outside the switch, so it runs for every email: summarise the message and suggest a reply. |
| «Chat message» | Leaves Neo's answer in the chat channel. |
Build it
Link to this section: Build itStart from the template
«New workflow», «Start from a template». The workflow is created private.
Choose the label
In the Invoices branch, pick the mailbox label to apply. It is required.
Choose the channels
Pick the Slack channels of the Quotes and Incidents branches, and the chat channel of the last step.
Publish and activate
«Publish and activate». It is refused until every blank is filled.
Things that catch people out
Link to this section: Things that catch people out- Replace the Spanish keywords with the words your senders use, and note that "contains" is case-sensitive: a subject "Invoice 2026-14" does not contain "invoice". Add a branch for the capitalised word, or write the key words as they appear.
- Only the first matching branch runs. A subject with both "invoice" and "quote" goes to the first.
- The last two steps are outside the switch, so Neo summarises every email, including those that matched nothing. That costs AI credits for each email. Move them into a branch to restrict it.
- Emails with more than 500 attachments cannot be iterated: the run fails before it processes any.
- The workflow acts on the creator's mailbox. If they disconnect it, it stops working.
- It runs as the creator. If they lose the permission to create tasks, the steps that do it fail.
See Integrations for what the email steps can and cannot do.
Related pages
Link to this section: Related pagesBuild
Integrations
Workflows reach six integrations: email, calendar, Slack and three accounting packages. They do not all work the same way, and the difference decides who can see the workflow and what fails at run time.
Build
Branches and loops
Three steps repeat work (and a fourth, Try, keeps a run going after a failure): Loop repeats while a condition holds, Iterate steps run their body once per item of a collection, and Jump goes back to an earlier step. Each has a limit, and each limit is enforced.
Build
AI steps
Four steps ask Neo, the AI assistant, to read, classify or decide. They are ordinary steps with one difference: they spend AI credits.
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