Email Import

Email Import (Gmail → Coda AI → Items + Kanban Loops)

What’s on this page

Email Import Runs: one row per scan (query + lookback + counts)

Email Order Inbox: ingested Gmail messages + AI classification + extracted JSON

Email Order Lines: normalized line items (each row = one purchased item)

Email Purchase Patterns: per-item aggregation → recommends NPK + Planned

Quickstart (recommended)

Connect Gmail Pack (Coda sidebar → Packs → Gmail → connect account).

Create a row in Email Import Runs:

Run ID: e.g. 2025-12-31-001

Lookback Days: 365

Gmail Query (starter): newer_than:365d (subject:(order OR "order confirmation" OR "purchase order") OR "thank you for your order" OR "order total")

Status: Running

Use Gmail Pack to pull messages matching the query into Email Order Inbox (populate: Message ID, Date, From, Subject, Snippet, Body).

Run AI columns on Inbox rows:

Is Order? (AI)

Order Type (AI)

Extracted Order JSON (AI)

Convert JSON → Email Order Lines (one row per extracted line).

Match line items to Arda items (Matched Item) and mark Approved.

Populate Email Purchase Patterns and apply recommendations into Kanban Loops.

AI prompt templates (paste into Coda AI column settings)

A) Is Order? (AI)

You are classifying whether an email represents a purchase event that should affect inventory planning. Return ONLY one token: ORDER, NOT_ORDER, or UNCERTAIN. ORDER includes: purchase order, order confirmation, invoice/receipt for purchased goods. NOT_ORDER includes: shipping updates, marketing, newsletters, password resets.

B) Extracted Order JSON (AI)

Extract a purchasing record from this email. Return VALID JSON only (no markdown). If not an order, return {“isOrder”: false}. If it is an order, return: { “isOrder”: true, “orderNumber”: “string|null”, “orderDate”: “YYYY-MM-DD|null”, “supplierName”: “string|null”, “supplierEmail”: “string|null”, “currency”: “string|null”, “lines”: [ {“name”:“string|null”,“sku”:“string|null”,“quantity”:number|null,“unit”:“string|null”,“unitPrice”:number|null} ] }

Notes / constraints

The MCP API can’t create Coda button columns reliably here, so Apply to Kanban Loop is currently a toggle. If you want, I can add a real button in the doc UI pattern later (or we can add a dedicated automation).

Email Import Runs

Email Import Runs

Run ID

Started At

Completed At

Gmail Query

Lookback Days

Messages Found

Orders Detected

Lines Parsed

New Items Suggested

Status

Notes

2025-12-31-001

January 4, 2026

newer_than:365d (subject:(order OR "order confirmation" OR "purchase order") OR "thank you for your order" OR "order total")

365

There are no rows in this table

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Email Order Lines

Email Order Lines

Order Number

Order Date

Supplier Name

Supplier Email

Item Name (Raw)

SKU (Raw)

Quantity

Unit

Unit Price

Currency

Matched Item

Match Confidence

Needs Review

Approved

There are no rows in this table

⁠

Email Purchase Patterns

Email Purchase Patterns

Item

Primary Supplier

Orders (Count)

Total Qty (Last 365d)

Typical Qty (Mode/Median)

P75 Qty

Typical Unit

Avg Days Between Orders

Recommended NPK

Recommended Planned

Recommendation Notes

Apply to Kanban Loop

There are no rows in this table

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1. Get started:
Copy this template
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⁠

2. Sync your Gmail threads.

Expand to see Gmail threads (defaults to last 7 days)

All Gmail threads

All Gmail threads

Thread Started

Recipients

Messages

8/20/19, 5:46 PM

GitHub

alanchowansky

true

8/20/19, 4:57 PM

Coda Notifications

Alan Chowansky

true

8/20/19, 4:49 PM

Al Chen (via Coda)

Alan Chowansky

true

8/20/19, 1:47 PM

Lola Tseudonym

al@codadoc.io

molly@codadoc.io

true

8/20/19, 12:26 AM

Coda Notifications

Alan Chowansky

true

8/19/19, 11:54 PM

Coda Notifications

Alan Chowansky

true

8/19/19, 11:50 PM

Justin Hales (via Coda)

Alan Chowansky

true

8/19/19, 6:54 PM

Al Chen

al@codadoc.io

true

8/19/19, 12:42 AM

Shishir Mehrotra

al@codadoc.io

true

8/18/19, 11:12 PM

Google

al@codadoc.io

true

8/18/19, 9:58 PM

Al Chen

al@codadoc.io

true

8/18/19, 9:06 PM

Alan Chowansky

Joel Davis

true

8/18/19, 1:19 AM

Dropbox

al@codadoc.io

true

8/17/19, 4:14 PM

Twilio

Alan Chowansky

true

8/17/19, 10:37 AM

Justin Hales (via Coda)

Alan Chowansky

true

8/16/19, 12:28 PM

Alan Chowansky

Joel Davis

true

8/16/19, 12:27 PM

al@codadoc.io

Joel Davis

true

8/16/19, 12:27 PM

Alan Chowansky

Mary Jones

true

8/16/19, 12:26 PM

Alan Chowansky

Mary Jones

true

8/16/19, 12:26 PM

Alan Chowansky

Raul H

true

8/16/19, 12:26 PM

Alan Chowansky

Raul H

true

8/16/19, 12:25 PM

Alan Chowansky

Raul H

true

8/16/19, 12:25 PM

Alan Chowansky

Buck Dubois

true

8/16/19, 12:25 PM

Alan Chowansky

James Booth

true

8/16/19, 12:05 PM

Alan Chowansky

James Booth

true

8/16/19, 10:13 AM

Dropbox

al@codadoc.io

true

8/15/19, 12:39 PM

Google

al@codadoc.io

true

8/13/19, 8:32 PM

Lola Tseudonym

al@codadoc.io

evan@codadoc.io

lane@codadoc.io

coda@codadoc.io

maria@codadoc.io

true

8/13/19, 8:31 PM

Lola Tseudonym

al@codadoc.io

Mary Jones

joe@codadoc.io

maria@codadoc.io

lane@codadoc.io

shishir@codadoc.io

true

8/13/19, 3:43 PM

Dropbox

al@codadoc.io

true

There are no rows in this table

⁠

3. Sync your Gmail messages.

Expand to see individual Gmail messages (defaults to last 7 days)

Individual Gmail messages

Individual Gmail messages

From

Date

GitHub

alanchowansky

8/20/19, 5:46 PM

Coda Notifications

Alan Chowansky

8/20/19, 4:57 PM

Al Chen (via Coda)

Alan Chowansky

8/20/19, 4:49 PM

Lola Tseudonym

al@codadoc.io

molly@codadoc.io

8/20/19, 1:47 PM

Coda Notifications

Alan Chowansky

8/20/19, 12:26 AM

Coda Notifications

Alan Chowansky

8/19/19, 11:54 PM

Justin Hales (via Coda)

Alan Chowansky

8/19/19, 11:50 PM

Al Chen

al@codadoc.io

8/19/19, 6:54 PM

Google

al@codadoc.io

8/19/19, 3:12 AM

Shishir Mehrotra

al@codadoc.io

8/19/19, 12:42 AM

Al Chen

al@codadoc.io

8/18/19, 9:58 PM

Alan Chowansky

Joel Davis

8/18/19, 9:06 PM

Dropbox

al@codadoc.io

8/18/19, 1:19 AM

Twilio

Alan Chowansky

8/17/19, 8:14 PM

Justin Hales (via Coda)

Alan Chowansky

8/17/19, 10:37 AM

Alan Chowansky

Joel Davis

8/16/19, 12:28 PM

Joel Davis

al@codadoc.io

8/16/19, 12:27 PM

Alan Chowansky

Joel Davis

8/16/19, 12:27 PM

Alan Chowansky

Mary Jones

8/16/19, 12:27 PM

Alan Chowansky

Mary Jones

8/16/19, 12:26 PM

Alan Chowansky

Raul H

8/16/19, 12:26 PM

Alan Chowansky

Raul H

8/16/19, 12:26 PM

Alan Chowansky

Raul H

8/16/19, 12:25 PM

Alan Chowansky

Buck Dubois

8/16/19, 12:25 PM

Alan Chowansky

James Booth

8/16/19, 12:25 PM

Alan Chowansky

James Booth

8/16/19, 12:05 PM

Dropbox

al@codadoc.io

8/16/19, 10:13 AM

Google

al@codadoc.io

8/15/19, 4:39 PM

Lola Tseudonym

al@codadoc.io

evan@codadoc.io

lane@codadoc.io

coda@codadoc.io

maria@codadoc.io

8/13/19, 8:32 PM

Lola Tseudonym

al@codadoc.io

Mary Jones

joe@codadoc.io

maria@codadoc.io

lane@codadoc.io

shishir@codadoc.io

8/13/19, 8:31 PM

Dropbox

al@codadoc.io

8/13/19, 4:41 PM

Dropbox

al@codadoc.io

8/13/19, 3:43 PM

There are no rows in this table

⁠

4. Explore 3 quickstart templates:

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Tasks with Gmail⁠

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CRM with Gmail⁠

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Expenses with Gmail⁠

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5. Create your own doc.

Click Insert in the top right of the toolbar, then type Gmail in the search bar to install the pack in a new doc.

Email Import (Gmail → Coda AI → Items + Kanban Loops)

What’s on this page

Quickstart (recommended)

AI prompt templates (paste into Coda AI column settings)

Notes / constraints

1. Get started: Copy this template⁠⁠

2. Sync your Gmail threads.

3. Sync your Gmail messages.

4. Explore 3 quickstart templates:

5. Create your own doc.

1. Get started:
Copy this template
⁠
⁠