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Offload your Gmail sorting and archiving to your AI agent

Swiftask analyzes your incoming messages to automatically categorize and archive them. Stop wasting time in an overflowing inbox.

Result:

Take back your time. Your inbox stays organized without any manual effort.

Email overload is draining your daily productivity

Manual email management is a productivity black hole. Between newsletters, system notifications, and client exchanges, your inbox becomes an unmanageable chaos where critical information gets lost.

Main negative impacts:

  • Loss of strategic information: By sorting manually, important emails eventually get ignored or deleted by mistake, impacting your client relationships.
  • Increased decision fatigue: Reading every email to decide whether to archive, file, or handle it consumes precious mental energy.
  • Constant cognitive overload: A cluttered inbox creates a sense of constant stress and prevents deep focus on complex tasks.

Swiftask deploys an AI agent dedicated to your Gmail account. It learns your filing preferences to archive, label, or move your incoming emails in real-time, based on your business rules.

BEFORE / AFTER

What changes with Swiftask

Traditional manual management

You spend 30 minutes every morning manually sorting your emails. You create complex folders, move messages one by one, and waste time searching for information buried in endless threads.

Smart archiving with Swiftask

As soon as an email arrives, your AI agent analyzes it. If it's an invoice, it's labeled and archived in 'Accounting'. If it's a support ticket, it's moved to the appropriate folder. Your inbox only contains what requires your immediate action.

Set up your smart archiving in 4 steps

STEP 1 : Define your sorting criteria

Teach your AI agent to recognize email types: invoices, project updates, alerts, or internal communications.

STEP 2 : Connect your Gmail account

Authorize Swiftask to access your mailbox via a secure OAuth connection. Your data remains private.

STEP 3 : Establish your archiving rules

Tell the agent where to file each category: labels, folders, or automatic archiving after processing.

STEP 4 : Activate automation

The agent starts processing your incoming emails instantly. You can adjust its rules at any time.

Advanced capabilities of your mail agent

The agent analyzes the sender, subject, body text, and attachments to understand the nature of each email with contextual precision.

  • Target connector: The agent performs the right actions in new name based on event context.
  • Automated actions: Automatic archiving, applying custom labels, moving to specific folders, marking as read or important, and triggering external actions if necessary.
  • Native governance: You keep full control: the agent sends you a daily report of actions performed if you wish.

Each action is contextualized and executed automatically at the right time.

Each Swiftask agent uses a dedicated identity (e.g. agent-new-name@swiftask.ai ). You keep full visibility on every action and every sent message.

Key takeaway: The agent automates repetitive decisions and leaves high-value actions to your teams.

Gain peace of mind and organization

1. Sustainable inbox zero

Keep a clean inbox. Only emails requiring your attention stay there.

2. Simplified search

Thanks to an automated folder structure, finding a document becomes instantaneous.

3. Contextual precision

Unlike standard Gmail filters, AI understands the meaning of the message, not just keywords.

4. Boosted productivity

Recover up to 5 hours per week by eliminating repetitive sorting tasks.

5. Enhanced security

Swiftask respects your privacy settings and does not store your emails unnecessarily.

Privacy and data protection

Swiftask applies enterprise-grade security standards for your new name automations.

  • Limited and secure access: Swiftask uses only the necessary access via official Google APIs to ensure security.
  • Respectful processing: Your email content is not used to train third-party models. Your data remains yours.
  • GDPR compliance: All archiving operations comply with current data protection standards.
  • Full transparency: You can view your agent's action history at any time in Swiftask.

To learn more about compliance, visit the Swiftask governance page for detailed security architecture information.

RESULTS

Measure the impact of AI on your workflow

MetricBeforeAfter
Email management time30-60 minutes / dayLess than 5 minutes / day
Emails sorted by AI0 (manual)100% automated
Sorting error rateHigh (fatigue)Negligible (AI precision)
Deployment timeComplex manual setupA few minutes (no-code)

Take action with new name

Take back your time. Your inbox stays organized without any manual effort.

Prioritize critical Gmail emails with AI-powered urgency detection

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