# Gmail AI Email Prioritization & Summary Agent (Free Version)

## Project Name

Gmail AI Email Prioritization Agent

## Project Overview

Build a web application that automatically connects to a single Gmail account, scans all unread emails, uses a free AI model to prioritize and categorize emails, and sends a summary email back to the same Gmail account.

This MVP version is designed for a single user and should hardcode access to one Gmail account. No multi-user support is required.

The application should use only free tools, free APIs, and open-source AI models.

---

# Purpose

Professionals receive large numbers of emails and often struggle to identify what requires immediate attention.

This application will:

1. Connect to Gmail.
2. Retrieve all unread emails.
3. Analyze each unread email.
4. Assign a priority level.
5. Categorize the email.
6. Generate concise summaries.
7. Create a daily summary report.
8. Email the report to the user.

The goal is to reduce email overload and help users focus on the most important messages first.

---

# Core User Story

As a user,

I want the application to automatically scan my unread Gmail messages,

so that AI can prioritize, categorize, summarize, and email me a digest of what requires my attention.

---

# Application Type

* Web Application
* Single User MVP
* Responsive Design
* Desktop and Mobile Friendly

---

# Authentication

## Gmail Authentication

For MVP:

Hardcode access to a single Gmail account using OAuth credentials stored in environment variables.

No user login page required.

The application should automatically authenticate using stored Gmail OAuth credentials.

Required credentials:

* GOOGLE_CLIENT_ID
* GOOGLE_CLIENT_SECRET
* GOOGLE_REFRESH_TOKEN

Store securely in environment variables.

---

# Main Features

## Feature 1: Scan Gmail Inbox

### Description

Connect to Gmail using the Gmail API.

Retrieve:

* All unread emails
* Inbox emails only
* Exclude spam
* Exclude trash

### Email Data Collected

For each email:

* Sender Name
* Sender Email
* Subject
* Date Received
* Message Body
* Gmail Thread ID
* Gmail Message ID

---

## Feature 2: AI Prioritization

### Description

Use a free AI model to determine urgency and importance.

### Priority Levels

#### Priority 1 - Critical

Examples:

* Executive requests
* Customer escalations
* Contract issues
* Meeting today
* Urgent deadlines

#### Priority 2 - Important

Examples:

* Project updates
* Client communications
* Action required

#### Priority 3 - Normal

Examples:

* Informational messages
* Internal updates

#### Priority 4 - Low Priority

Examples:

* Newsletters
* Marketing emails
* Promotions

### AI Output

Return:

```json
{
  "priority": "Critical",
  "reason": "Customer escalation requiring response within 24 hours"
}
```

---

## Feature 3: AI Categorization

### Categories

Automatically assign one category.

Categories:

* Action Required
* Customer
* Leadership
* Meeting
* Finance
* Project
* Sales
* Marketing
* HR
* Personal
* Newsletter
* System Notification
* Other

### AI Output

```json
{
  "category": "Action Required"
}
```

---

## Feature 4: Email Summarization

### Description

Generate a concise summary.

Maximum:

* 2-3 sentences
* 75 words

Example:

"This email requests approval for the Q3 budget proposal. Finance requires feedback by Friday to maintain project timelines."

---

## Feature 5: Action Extraction

Extract:

* Deadlines
* Meeting dates
* Requested actions

Example:

```json
{
  "actions": [
    "Review proposal",
    "Provide approval"
  ],
  "deadline": "Friday"
}
```

---

## Feature 6: Summary Dashboard

Create a simple dashboard displaying:

### Summary Metrics

* Total unread emails
* Critical emails
* Important emails
* Normal emails
* Low-priority emails

### Category Breakdown

Show counts for:

* Customer
* Leadership
* Finance
* Project
* Meetings
* Newsletters
* Other

### Email Table

Columns:

* Priority
* Category
* Sender
* Subject
* Date
* Summary

Sorting:

* Highest Priority First

---

## Feature 7: Daily Summary Email

### Description

Generate a digest email.

Send from Gmail to the same Gmail account.

### Subject

Daily AI Email Summary

### Email Format

# AI Email Summary

## Critical Emails

### Email 1

Sender:
Subject:
Summary:
Action Required:

---

## Important Emails

### Email 2

Sender:
Subject:
Summary:
Action Required:

---

## Category Breakdown

Customer: 5

Meetings: 3

Finance: 2

Newsletters: 12

---

## Recommended Focus

Provide a short AI recommendation on the top items that should be addressed first.

---

# AI Requirements

## AI Model

Use a completely free AI model.

Preferred options:

1. Ollama + Llama 3
2. Ollama + Gemma
3. Ollama + Mistral

Default:

Llama 3 via Ollama

### Reason

* Free
* Open source
* Runs locally
* No token costs
* No API costs

---

# Processing Workflow

## Step 1

Connect to Gmail API

## Step 2

Retrieve unread emails

## Step 3

For each email:

* Extract content
* Clean HTML
* Remove signatures where possible

## Step 4

Send content to AI model

AI returns:

* Priority
* Category
* Summary
* Actions
* Deadlines

## Step 5

Store results

## Step 6

Display dashboard

## Step 7

Generate summary report

## Step 8

Email report to Gmail account

---

# Database

Use free database:

SQLite

Tables:

## Emails

Fields:

* id
* gmail_message_id
* gmail_thread_id
* sender
* sender_email
* subject
* body
* summary
* priority
* category
* actions
* deadline
* received_date
* processed_date

---

# Scheduling

Run automatically.

Default Schedule:

Every hour

Alternative:

Manual "Scan Now" button

Implementation:

* Node Cron
* Free open-source scheduler

---

# Tech Stack

## Frontend

* React
* TypeScript
* Tailwind CSS

## Backend

* Node.js
* Express

## Database

* SQLite

## AI

* Ollama
* Llama 3

## Gmail Integration

* Gmail API
* Google OAuth

## Deployment

Free options:

* Render
* Railway
* Netlify (frontend)
* Local Machine

---

# Environment Variables

```env
GOOGLE_CLIENT_ID=
GOOGLE_CLIENT_SECRET=
GOOGLE_REFRESH_TOKEN=
GMAIL_EMAIL_ADDRESS=

OLLAMA_BASE_URL=http://localhost:11434

DATABASE_URL=sqlite.db
```

---

# Error Handling

Handle:

* Gmail authentication failures
* API rate limits
* Empty inbox
* AI model unavailable
* Invalid email content
* Duplicate processing

Log all failures.

---

# Security Requirements

* Credentials stored in environment variables
* Never expose Gmail credentials in UI
* HTTPS required
* No credential storage in browser
* Sanitize all email content before display

---

# Success Criteria

The application is considered successful when:

1. Connects to Gmail automatically.
2. Retrieves unread emails successfully.
3. Categorizes emails correctly.
4. Prioritizes emails accurately.
5. Generates meaningful summaries.
6. Sends summary email successfully.
7. Processes emails in under 2 minutes for 100 unread emails.
8. Runs without paid services.
9. Requires no manual email sorting by the user.
10. Achieves at least 90% categorization accuracy on common business emails.

---

# Future Enhancements

* Multi-user support
* Outlook integration
* Microsoft 365 integration
* Slack notifications
* Teams notifications
* SMS alerts
* Voice summaries
* AI response drafting
* Auto-archive low-priority emails
* Learning from user feedback
* Vector search for email history
* RAG-powered email assistant