*Workflows › 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](https://docs.filmo.io/workflows/reference/templates/inbox-triage).

## 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

1. **Start from the template** «New workflow», «Start from a template». The workflow is created private.
2. **Choose the label** In the Invoices branch, pick the mailbox label to apply. It is required.
3. **Choose the channels** Pick the Slack channels of the Quotes and Incidents branches, and the chat channel of the last step.
4. **Publish and activate** «Publish and activate». It is refused until every blank is filled.

## 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.

> **Note:** See [Integrations](https://docs.filmo.io/workflows/integrations#mailbox) for what the email steps can and cannot do.

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Canonical URL: https://docs.filmo.io/workflows/guides/triage-incoming-email  
Last updated: 2026-10-09