AI Email Classification and Shared Inbox Automation

Managing multiple shared inboxes manually slows down teams and creates operational blind spots. This solution automatically reads incoming emails from departmental mailboxes (such as info@, sales@, purchasing@, and invoice@), classifies each message using AI, and stores structured records in Airtable for tracking, collaboration, and reporting. The workflow extracts sender information, subject, message preview, attachments metadata, and timestamps, then assigns both a category and a processing status using a configurable classification model. Supported classification categories include: Sales Purchasing Invoice Other Unclear Each email is also assigned a workflow status: New In Progress Waiting Completed This enables teams to instantly understand what action is required and where each request belongs. The system operates in shadow mode and does not modify your mailbox content or flags. A built-in duplicate protection layer ensures that each message is processed only once, even after workflow restarts or infrastructure changes. Conversation identifiers are generated automatically to group related emails into threads for better tracking. All processed emails are saved into Airtable with a structured schema that includes: sender address mailbox source category status attachment presence conversation ID timestamps confidence score This creates a centralized operational inbox database that can be used for reporting, filtering, routing, or integration with downstream workflows. The architecture is tenant-ready and can be extended to additional mailboxes or companies without modifying the workflow core. Classification categories and status logic remain fully configurable. Typical use cases include: centralizing shared inbox communication reducing manual email sorting workload improving response tracking across departments organizing invoice and purchasing communications creating a searchable operations email database The solution is designed for small and mid-size B2B teams that rely on multiple shared inboxes and want a structured, automation-ready communication layer without changing their existing email infrastructure.