Quick answer
Sort a shared inbox by starting on each new Gmail message, asking a named Inbox Sorter agent who knows your service tiers, then branching urgent mail into a dated owned task and everything else into a routine task. Gmail filters can label on a match. They cannot remember which senders escalated last time.
Method 1: native Gmail filters
Create a filter from search in Gmail if you only need to label, archive, or forward on a match. See Create rules to filter your emails.
Method 2: Taskade
Step 1: Connect Gmail and open Automations
Open Automations in your workspace and connect Gmail from integrations.
Step 2: Trigger on New Email, then ask Inbox Sorter
Add the New Email trigger. Add Ask Agent pointed at an agent called Inbox Sorter that knows your service tiers.
Step 3: Branch urgent mail from routine mail
Add a Branch. Same-day needs get Add Task, Assign Task, and Set Task Due Date. Everything else gets Add Task only. Enable the automation, then build a custom flow if the rules change.
How do I automatically triage a shared Gmail inbox?
Use a Gmail filter for label-only routing, or clone this flow so each new message is classified by a named agent and filed as an owned task.
Can this automation apply Gmail labels?
No. The shipped Gmail actions find, read, draft, reply, forward, and send. Labeling stays in Gmail filters. Taskade writes the outcome to a task.
What does this automation do?
Every new message is read by a named agent that knows your service tiers, then filed down the urgent path or the routine one.
What can you do with it?
- Sort the inbox before a person opens it, not after
- Give urgent mail a due date the minute it lands
- Keep the routine queue out of the escalation path
The Steps
This automation runs in 3 steps:
- When Gmail — New Email
- Then Taskade AI — Ask Agent ("Inbox Sorter")
- Then Branch — Needs a same-day answer: Add Task, Assign Task, Set Task Due Date · Everything else: Add Task
What makes this different from a Zapier-style flow?
The "Inbox Sorter" step is not a one-off model call. It is a Taskade AI agent that knows your service tiers, escalation rules and who covers each queue, remembers which senders turned out to be urgent last time, so every run builds on the last one instead of starting from an empty prompt.
A stateless "ask the model" step forgets everything the moment it returns. An agent keeps its knowledge and its memory between runs, carries its own tools, and can be handed work by other automations.
Who is this automation for?
Built for support and operations teams working one shared address. Every new message is read by a named agent that knows your service tiers, then filed down the urgent path or the routine one.
How do you set it up?
- Open the "Automations" tab in your workspace.
- Click ➕ Add automation, then start from scratch.
- Add the trigger "New Email" from Gmail.
- Add the action "Ask Agent" from Taskade AI. Point it at an agent called "Inbox Sorter".
- Add a Branch step: Branch — Needs a same-day answer: Add Task, Assign Task, Set Task Due Date · Everything else: Add Task.
- Enable the toggle in the top-right corner to activate the automation.
Prefer to describe it instead? Click Build this flow with AI above and Taskade wires the trigger, the steps, and the agent for you.