Smart Task Manager from Emails with Trello
Users will have every actionable email automatically turned into Trello tasks — complete with deadlines, priorities, and assignees — creating a hands-free task management system that keeps teams organized and on track.
This workflow automatically extracts actionable tasks from incoming emails using AI, and creates Trello cards for easy tracking and collaboration. It helps teams manage email-driven tasks without manual copy-pasting.
Documentation
Description
Tired of losing important tasks buried in your inbox? The Smart Task Manager from Emails automatically turns emails into actionable Trello tasks — no more manual copy-pasting or forgotten deadlines. Using the power of AI, it scans your incoming messages, extracts key details like the task name, assignee, due date, and priority, and sends them straight to your Trello board for easy tracking. Perfect for busy teams and professionals who want to stay on top of their email-driven work.
Workflow Steps
- Detect New Emails – The workflow continuously monitors your Gmail inbox and ignores promotional or social messages to focus only on relevant emails.
- Extract Email Content – Once a new email arrives, its full content (subject, body, attachments) is retrieved for analysis.
- AI Task Extraction – An AI agent powered by GPT-4 reads the email and identifies actionable tasks, deadlines, and priorities in structured JSON format.
- Validate Output – A structured output parser ensures the extracted data follows a consistent schema for accurate task creation.
- Avoid Duplicates – The system checks for previously sent or received messages to prevent repeated tasks.
- Create Trello Cards – Each extracted task is automatically added as a new Trello card, complete with title, assignee, deadline, and priority for organized follow-up.
Key Benefits
Turn Emails into Action – Automatically transforms your messages into manageable tasks so nothing slips through the cracks.
Save Hours of Manual Work – Eliminate the need to copy, paste, and organize emails manually — everything is done for you in seconds.
Stay Organised Effortlessly – Keep your Trello board up to date with real-time task creation, ensuring your workflow always runs smoothly and on schedule.
