Overview

This project focused on transforming a manual client-email management workflow into an intelligent, automated task-assignment system. The original process required staff to manually review each email, determine its purpose, identify the client, assign it to the correct project manager, and track follow-ups. This approach was repetitive, error-prone, and increasingly unscalable as email volume grew.

Solution

Leveraging ChatGPT for classification and data extraction and Zapier for no-code automation, I designed a 47-step workflow that automatically:

• Detects new client emails in Gmail and cleans the message for processing

• Uses ChatGPT to classify requests (e.g., campaign, creative review, reporting) and extract structured data such as client name, request type, deadline, and urgency

• Applies conditional logic to assign tasks in Monday.com and notify project managers via Slack

• Logs all processed data in Google Sheets for tracking and auditability

The system also handles exceptions — such as unclear requests or unidentified clients — by flagging them for review and generating clarification messages automatically.

Outcome

The automation replaced a slow, manual routing process with a fully scalable AI-driven workflow. It reduced turnaround time, improved accuracy, and ensured that client requests were classified, prioritized, and assigned in real-time. The project demonstrated the power of combining generative AI with structured logic to enhance communication, reduce administrative load, and create clear visibility across operations.