Inbox Triage

# Inbox-Triage — Recurring Email Triage > **Paired with `inbox-setup`.** This skill consumes the 7-file knowledge base that `inbox-setup` writes at `${WORKSPACE}/Email/`. The file contracts MUST match exactly. See [`references/kb_file_contract.md`](references/kb_file_contract.md) — this is the mirror of the setup-side contract, viewed from the read side. Run on a recurring schedule (1–3x daily) or on demand. Classify recent emails, research new senders, generate decision recommendations, draft replies (**NEVER SEND**), deliver a clean report, and update the knowledge base with what was learned this run. ## Invocation Triggers - "triage my inbox" - "inbox triage" - "check my email" - "run email triage" - "process my inbox" - "what's new in my email" - "handle my email" - "email triage" ## Prerequisites Required reads at start (fail-fast if missing): **Core (required):** - `${WORKSPACE}/Email/email-taxonomy.md` — classification + report preferences - `${WORKSPACE}/Email/email-patterns.md` — voice, persona, templates, hard rules **Optional core (read if exists):** - `${WORKSPACE}/Email/evaluation-framework.md` - `${WORKSPACE}/Email/rate-card.md` **Evolving (read AND update every run):** - `${WORKSPACE}/Email/blocklist.md` - `${WORKSPACE}/Email/tracker.md` **Output:** - `${WORKSPACE}/Email/triage-log/<YYYY-MM-DD>-<run-label>.md` — per-run log If any core required file is missing → **halt**, direct user to run `inbox-setup` first. Use `scripts/kb_reader.py` to perform the read + validation. ## DRAFTS ONLY — Never Send > **This skill creates drafts. It NEVER sends.** This is the safety property that makes the skill safe to run automatically. Stated multiple times in this skill body. Non-negotiable. The `scripts/draft_safety_validator.py` enforces it post-run. Any send-shaped tool call in the action log fails validation. See [`references/drafts_only_safety.md`](references/drafts_only_safety.md) for the full discipline canon. ## Step 0: Grill-Me Intake (Light — 0–2 Optional Override Questions) Inbox-triage is **light-intake by design** — it runs on a recurring cadence with preferences pre-baked into the knowledge base from `inbox-setup`. The grill-me discipline here is asking ONLY the override questions that matter THIS run. ### Q1 (optional, asked only when on-demand run is outside normal cadence) > **Override the default 9-hour search window? Pick: yes (specify hours) / no (use default).** > > *Why I'm asking:* If you're running on-demand outside your normal 2x/day cadence, you may want a wider window (24h after a long break) or narrower (2h for a quick check). Skip if cadence is normal. ### Q2 (optional, asked only when user invokes with category-skip intent) > **Skip any categories this run? E.g., "skip newsletters", "skip financial".** > > *Why I'm asking:* Sometimes you just want to scan opportunities or just want to clear active threads. Category skip narrows the run scope. Skip if user gave no category-skip signal. **Stop condition:** Max 2 questions. Default invocations skip both questions and run with KB-default preferences. The skill is optimized for fast recurring execution; intake is the exception, not the norm. ## Step 1: Determine Search Window Compute via current date math. Default lookback: **9 hours** (works for 2x/day cadence with slight overlap so emails between runs aren't missed). Use `scripts/search_window_calculator.py --cadence <CADENCE> --now <ISO>`: ``` now = current_datetime window_start = now - 9_hours (default for 2x-daily) run_label = "Morning" if now.hour < 12 else "Afternoon" if now.hour < 17 else "Evening" ``` Cadence-to-default-window mapping (override via Q1): | Cadence (from email-taxonomy.md S1.Q5) | Default window | |---|---| | once daily | 26h | | 2x daily | 9h | | 3x daily | 6h | | on-demand only | 24h (asks Q1) | ## Step 2: Email Search Two queries (provider-agnostic adapter pattern): - **Primary:** Inbox + sent after `window_start` - **Secondary:** Starred unread (catch flagged items missed in primary) Collect for each email: sender, subject, date, snippet, thread ID, labels. Provider adapter mapping: | Provider | Tool | |---|---| | Gmail | Gmail MCP | | Outlook / Microsoft 365 | Outlook MCP | | IMAP (Fastmail, ProtonMail, etc.) | IMAP MCP if available; halt otherwise | | (no email tool available) | Halt with clear message: "No email tool registered for this session." | ## Step 3: Classification Apply the taxonomy from `email-taxonomy.md`. For **lowest-priority** category (newsletters / automation / spam): skip thread reads entirely — context cost not worth it. For everything else: read full thread. ## Step 4: Sender Research For senders not in tracker / blocklist / prior logs: 1. Check `blocklist.md` → if matched, auto-skip 2. Check `tracker.md` → if known thread, note existing context 3. For opportunity senders (per evaluation framework): web search for company legitimacy, social presence, intermediary status **Skip research entirely** for: known senders (in tracker), internal email, automated notifications, obvious low-priority. ## Step 5: Recommendations For decision-required emails, apply the framework from `evaluation-framework.md`. Categorize: | Category | When | Output | |---|---|---| | **TAKE IT** | Meets criteria | Recommend engaging; draft reply (Step 6) | | **WORTH CONSIDERING** | Has potential, needs user judgment | Surface key context; draft for user to edit | | **PASS** | Doesn't meet criteria | Brief "why" (1–3 sentences); draft polite decline | | **FLAG FOR REVIEW** | Unusual; needs direct user decision | Surface fully; NO draft (user decides response shape) | Each: brief "why", relevant context, pricing/timeline comparison if applicable. **Skip Step 5 entirely if no `evaluation-framework.md` exists.** See [`references/triage_decision_framework.md`](references/triage_decision_framework.md) for the framework canon. ## Step 6: Drafts For every reasonable reply candidate, create a draft using `email-patterns.md` voice rules. **Draft for:** opportunity responses (TAKE IT / WORTH / PASS), active conversations needing reply, action items, important personal emails. **Do NOT draft for:** - Clearly no-response emails (newsletters, automation, FYI) - Threads where user already replied - Blocked senders (unless new info changes the calculus) **Mechanics:** - Draft only in the existing thread when possible (preserves context) - Set `to`, `subject` (`Re: [original]`) - **NEVER call any send operation. Only create drafts.** The draft body MUST honor: - Voice register from `email-patterns.md` - Forbidden tokens (S3.Q2 pet peeves) - Sign-off patterns - Persona context - Hard rules (S3.Q6 — non-negotiable) - Reply length per `email-patterns.md` If `evaluation-framework.md` exists, draft tone matches recommendation: - TAKE IT → engaged + concrete next step - WORTH → curious + 1-2 clarifying questions - PASS → polite decline + brief reason (no hedging promises) - FLAG → NO draft ## Step 7: Report Delivery Honor user's preference from `email-taxonomy.md` "Report Preferences" section. Default: email draft to self with HTML. **Subject:** `Inbox Triage — [Day], [Month Date] ([Run Label])` **Sections (in order):** 1. **Overview** — 2–3 sentences. What happened? Anything urgent? 2. **Stats** — Counts: processed, drafts created, action needed, skipped. 3. **Action Needed** — Overdue items, decisions, drafts to review, deadlines. 4. **Quick Reference** — One line per email, alphabetical by sender. `**Sender** — one-sentence summary + recommendation`. 5. **Detailed Cards** — Opportunities, active threads, flags. Each: sender / subject / category, recommendation + reasoning, key context. **NO draft text previews** (drafts are already in email client for user to read there). 6. **Footer** — Generation timestamp + KB update summary. **Formatting (if HTML):** - **Inline CSS only** (Gmail strips `<style>`) - Color-coded by recommendation: - green → TAKE IT - amber → WORTH CONSIDERING - red → PASS - purple → FLAG FOR REVIEW - blue → active conversation ## Step 8: Knowledge Base Update **`blocklist.md`** (append new): - New declined senders + reason + date - New decline patterns from observed behavior (e.g., "all emails containing 'looking for backend engineers' from gmail addresses → cold recruiter pattern") - Remove entries if user has overridden them (user replied to a "blocked" sender → unblock) **`tracker.md`** (append + update): - New follow-ups for emails needing future action - Update existing follow-ups (deadline changed, status changed) - Mark resolved items complete - Flag overdue items - Remove resolved items older than 30 days - Add entry to update log **Learning patterns to observe over runs:** - Drafts sent as-is vs. edited vs. deleted → tone calibration signal - PASS recommendations user overrides → framework adjustment signal - Engaged vs. ignored emails → taxonomy refinement signal - New decline patterns → blocklist additions After 5+ runs, suggest KB improvements to user (e.g., "You always decline emails from X — add as auto-skip?"). ## Step 9: Internal Log Save to `${WORKSPACE}/Email/triage-log/[YYYY-MM-DD]-[run-label].md`: - Emails processed with classifications - Recommendations made - Drafts created (with IDs / thread refs) - KB updates made - Follow-ups added / resolved - Notable observations (patterns surfaced, edge cases handled) The log is the audit trail for `scripts/draft_safety_validator.py` to scan for send operations post-run. ## Step 10: Empty Inbox Handling Even with zero new emails: 1. Check `tracker.md` for items due today or overdue 2. Generate minimal report: "No new actionable emails since last run" 3. Flag any overdue items 4. Escalate per tracker rules Skip Steps 3–6 entirely on empty inbox. ## Critical Rules (Stated Multiple Times) 1. **DRAFTS ONLY — NEVER SEND.** Non-negotiable. Stated again here. 2. **Privacy.** No passwords / credentials in KB. Reference threads by ID for sensitive content. 3. **Accuracy over speed.** When unsure, flag for review. A wrong auto-draft is worse than no draft. 4. **Respect the KB.** Documented preferences are source of truth. Don't override with judgment. 5. **Transparency.** Note every KB change in the triage log. 6. **First runs need oversight.** Document this expectation for the user. ## Error Handling | Situation | Behavior | |---|---| | KB files missing | Halt; direct user to run `inbox-setup` | | Email tool unavailable | Halt with clear message about required tool | | Web search unavailable for sender research | Skip research step; note senders not researched | | Draft creation fails | Skip that draft; note in log; report continues | | Report delivery fails | Save report to file as fallback; notify user | | User has 100+ new emails | Stay within reasonable limits; flag volume; offer to focus on priority categories only | | Sender appears in both blocklist and tracker | Tracker wins (active conversation); note inconsistency in log | ## Portability - **Claude Code CLI:** Native — uses Gmail / Outlook MCP, file tools for KB, web search for research. - **Claude.ai web:** Works when email MCP connector is connected (Gmail MCP available). Skill must check tool availability before assuming. If no email tool: halt with clear message. ## Tooling | Script | Role | |---|---| | `scripts/kb_reader.py` | Reads + validates the 7-file KB. Returns parsed structure. Halts with explicit error if required files missing. | | `scripts/search_window_calculator.py` | Computes `window_start` from cadence + current time. Returns `run_label`. Honors Q1 override. | | `scripts/draft_safety_validator.py` | Post-run scan of the action log for any send-shaped tool call. FAILs if detected. The deterministic enforcement of the NEVER-SEND rule. | ## References - [`references/kb_file_contract.md`](references/kb_file_contract.md) — canonical 7-file contract (read perspective; mirrors `../inbox-setup/references/kb_file_contract.md`) - [`references/triage_decision_framework.md`](references/triage_decision_framework.md) — TAKE IT / WORTH / PASS / FLAG taxonomy - [`references/drafts_only_safety.md`](references/drafts_only_safety.md) — the NEVER-SEND discipline canon ## Anti-Patterns To Reject - **Sending emails** (drafts only — non-negotiable) - Operating without knowledge base files - Storing passwords / credentials in KB - Skipping the learning loop (KB updates) at end of run - Overriding user's documented preferences with own judgment - Reading lowest-priority threads (waste of context) - Including draft text previews in report (drafts are already in email client) - Provider lock-in without adapter pattern - Silently failing on missing tools --- **Version:** 1.0.0 **Source spec:** [`megaprompts/07-inbox-triage-megaprompt.md`](../../../../megaprompts/07-inbox-triage-megaprompt.md) **Build pattern:** Path B (direct conversion). Paired with `inbox-setup`.