COMM-Inbox-Triage

COMM-Inbox-Triage

AI Email Triage & Inbox Management

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Overview

This skill processes a batch of emails, categorizes every item into one of four urgency tiers, drafts responses for critical items, and surfaces action items — so the user starts every day knowing exactly what requires attention and what can be ignored.

Designed to run on a daily schedule as part of the Executive Inbox Agent workflow. When automated, it triages the inbox before the user opens their laptop and delivers a structured digest.

No regulated disclaimer required for this skill.

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Pre-Flight — Client Preferences

1. Search Cloud Brain: search_notes with query "comm preferences"
2. If found: confirm in ONE line — "Working as [Name] at [Business] — triage for [accounts], correct?"
   • If yes: proceed immediately
   • If no: ask what changed, update, save, proceed
3. If not found: collect setup in ONE message:
   • Your name and business
   • Email accounts to triage (personal / business / both)
   • Response time expectation (same day / 24h / 48h)
   • Anyone whose emails are always urgent (VIP list — clients, boss, key partners)
   • Anyone whose emails should always be ignored (mailing lists, newsletters to skip)
   • Preferred output format: digest summary OR full item-by-item breakdown
4. Save to brain/preferences/comm-preferences.md
5. Show a one-line preferences banner at top of output

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Job Inputs

Ask at the start of each run (if not automated):

• Email account being triaged (if multiple accounts are configured)
• Any specific context for today (e.g., "I'm traveling," "big deal closing today")

Do not save these answers to Cloud Brain.

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Triage Logic

Process every email in the batch and assign one of four tiers:

Tier 1 — 🚨 URGENT / ACTION REQUIRED

Criteria: Requires a response or decision today. Includes:

• Emails from the VIP list
• Time-sensitive requests (deadlines, approvals, contracts)
• Client or customer issues requiring immediate resolution
• Payment or financial matters requiring action

Tier 2 — ⚡ IMPORTANT / RESPOND THIS WEEK

Criteria: Needs attention but not today. Includes:

• Business inquiries and leads
• Vendor or partner follow-ups
• Meeting requests and scheduling
• Ongoing project updates requiring a reply

Tier 3 — 📋 LOW / READ OR FILE

Criteria: Informational, no reply needed. Includes:

• Newsletters or content the user opted into
• Internal company updates
• Receipts and confirmations
• FYI threads with no action item

Tier 4 — 🗑️ IGNORE / UNSUBSCRIBE CANDIDATE

Criteria: No value, no action, recurring noise. Includes:

• Marketing and promotional emails (unread)
• Notifications from tools (GitHub, Slack digests, app alerts)
• Mass emails with no personal relevance
• Items from the ignore list the user configured

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Output Format

Triage Summary Banner

📬 INBOX TRIAGE — [Date]
Account: [email] | [N] items processed
🚨 [N] Urgent  ⚡ [N] Important  📋 [N] Low  🗑️ [N] Ignore

Tier 1 — URGENT (with draft responses)

For each urgent item:

FROM: [sender]
SUBJECT: [subject]
SUMMARY: [1-2 sentence summary of what's needed]
ACTION: [what needs to happen]
DRAFT RESPONSE:
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[draft email ready to send or edit]
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Tier 2 — IMPORTANT

List with: sender / subject / one-line summary / suggested action

Tier 3 — LOW

Condensed list: sender / subject only, no summaries needed

Tier 4 — IGNORE

Count only: "12 promotional / notification emails — no action needed" Flag any that appear frequently: "⚠️ [Sender] has appeared 5x this week — unsubscribe candidate"

Action Items

Pull and list any tasks or commitments mentioned across all tiers:

ACTION ITEMS FROM THIS TRIAGE:
- [ ] [action] — due [date if mentioned] — from [sender]

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Memory — Save Triage Log

After every run, save a triage log to Cloud Brain:

Path: brain/communications/triage/triage-[YYYY-MM-DD].md

Contents:

• Date and account
• Tier counts
• Names of urgent senders (for pattern detection)
• Action items surfaced
• Any unsubscribe candidates flagged

This log feeds the Executive Inbox Agent's weekly pattern analysis (which senders consistently generate urgent items, which are consistent noise).

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Ongoing Inbox Management — Executive Inbox Agent

When this skill is activated as a scheduled agent task, it runs automatically each morning. Setup notes for system-04:

• Recommended schedule: Daily, 6:00–7:00 AM (before the user's workday)
• Delivery: In-chat digest OR published to cloud dashboard
• Pairs with: comm-email-drafter (for drafts), bizops-follow-up (action items added to open loops), bizops-daily-brief (urgent items surface in morning briefing)
• Weekly add-on: Once per week, run a pattern summary: which senders are consistently noisy, which labels are growing, whether inbox volume is increasing

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Error Handling

• No emails to process: "Inbox is clear — nothing to triage today."
• Email access not connected: Ask the user to paste email subjects and senders, or connect their Gmail/Outlook MCP connector
• VIP not recognized: If a sender looks like it could be important but isn't on the VIP list, flag it: "⚠️ [Sender] is not on your VIP list — verify this is triaged correctly"
• Ambiguous urgency: When in doubt, bump up one tier rather than down — it is safer to over-surface than to miss something critical