Gmail Secretary: Use Cases & Workflows

This document outlines the high-level workflows that the Gmail Secretary MCP enables for AI agents. By combining Gmail and Calendar tools, the server acts as a high-performance executive assistant.

1. The Monday Morning Triage

Goal: Get a structured overview of the week and prioritize the inbox.

Workflow:

1. Inbox Sweep: The agent uses get_unread_messages and gmail_search(query="is:unread") to identify high-priority emails.
2. Calendar Sync: The agent calls list_calendar_events for the current week to identify busy blocks and deadlines.
3. Draft Briefing: The agent summarizes the top 5 urgent emails and highlights any calendar conflicts (e.g., "You have a meeting at 10 AM, but an urgent report was requested at 9:30 AM").
4. Action: The agent proposes moving low-priority emails to Secretary/Newsletter and flagging Secretary/Priority items.

2. The Travel & Logistics Coordinator

Goal: Automatically extract travel details and ensure they are on the calendar.

Workflow:

1. Search: The agent searches for recent keywords like "Confirmation", "Flight", "Hotel", or "Reservation".
2. Deep Read: The agent uses get_email_details or get_attachment_content (for PDF receipts) to extract dates, flight numbers, and addresses.
3. Calendar Check: The agent uses get_calendar_availability to see if the travel times are free.
4. Event Creation: The agent calls create_calendar_event with the extracted details, including the confirmation number in the description and the hotel address in the location field.

3. The Busy-Day Gatekeeper

Goal: Manage meeting invites and protect the user's focus time.

Workflow:

1. Invite Detection: The agent uses gmail_search(query="label:Secretary/Calendar") or parses incoming invites.
2. Availability Logic:
   • If the time is free: Call process_meeting_invite(availability_mode="business_hours") to draft an "Accept" reply.
   • If there is a conflict: The agent identifies the conflicting event and drafts a "Decline" or "Request Reschedule" reply.
3. Buffer Management: The agent identifies "back-to-back" days and suggests moving meetings to create breathing room.

4. Newsletter & Intelligence Curator

Goal: Summarize long-form content and keep the inbox clean.

Workflow:

1. Filter: The agent identifies newsletters (e.g., using from:substack.com or label:Secretary/Newsletter).
2. Summarize: The agent fetches the full content of the 3 most recent newsletters.
3. Bulletins: The agent creates a single "Intelligence Bulletin" email draft for the user, summarizing the key takeaways from all three, then marks the originals as read.

5. The "Waiting For" Nudger

Goal: Track outgoing requests and ensure nothing falls through the cracks.

Workflow:

1. Sent Items Search: The agent searches from:me emails containing questions or requests.
2. Thread Analysis: The agent uses gmail_get_thread to see if a reply has been received.
3. Nudge Suggestion: If no reply has been received in >48 hours, the agent creates a draft "Gentle Follow-up" and alerts the user.