Recommendation:
Use two Zaps: (A) real-time capture that labels and appends important emails to a daily buffer (Google Sheet or Storage by Zapier), and (B) a nightly scheduled Zap that reads the buffer, sends a single consolidated prompt to ChatGPT, then posts a short JSON-formatted digest to Slack. Keep ChatGPT temperature low (0.0–0.2) and require structured JSON so Slack/Downstream systems can parse reliably.
Concrete Zap setup (step-by-step):
Zap A — Capture & buffer
1) Trigger: Gmail – New Email matching search. Use Gmail search keywords to reduce noise (examples):
- "in:inbox (from:client@example.com OR subject:(proposal OR invoice) OR has:attachment)"
- add label: "digest-pending" via Gmail filter, or use Zap filter step to only continue when conditions match.
2) Action: Formatter (Text) — normalize timestamp + strip signatures (optional regex) to keep content short.
3) Action: Storage by Zapier OR Google Sheets — append a row with {timestamp, from, subject, snippet, full_text_link}. Include a “lead_score” column if a quick rule-based score applies (e.g., contains "interested" OR "demo" -> score 8).
4) Optional: Path rules in Zapier to route obvious leads to Slack immediately (if score >= 9).
Zap B — Nightly digest
1) Trigger: Schedule by Zapier — every night at chosen time.
2) Action: Storage/Google Sheets — get all rows labeled "digest-pending" from the last 24h.
3) Action: Formatter/Code (optional): batch into 1–3 chunks if total tokens will be large. Aim for Slack DM; small team -> private channel; large org -> send summary + store full JSON in shared location.
Best-for / Avoid-if
- Best for: teams needing nightly actionable digests, moderate email volume that can be batched, users who can add a Gmail filter layer.
- Avoid if: you need instant response for every email (use real-time paths) or you can’t afford token costs for large daily batches.
Practical checklist before you launch:
- Create Gmail filters to pre-label likely-important mails.
- Build Zap A to append to Storage/Sheets and test with 50 emails.
- Build Zap B with chunking logic and a strict JSON prompt. Test on 100–200 emails.
- Set temperature 0–0.2 and pin model version.
- Confirm Slack JSON parsing and link to raw store.
- Monitor token usage for 2 weeks and adjust chunking/frequency.
If you want, I can draft the exact ChatGPT prompt JSON template and the Gmail search string tuned to your common senders/keywords — tell me 3 example senders and 5 keywords to prioritize.
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