AI Workflow 05 · Email Operations · Declassified
Inbox triage agent
Read-only by defaultSeveral inboxes, one digest. Ivy (Inbox) reads everything and tells me the few things I actually need to know today.
ON THIS PAGE
01 Problem · 02 Setup · 03 Steps · 04 Tools
05 Results · 06 What you get · 07 Try it ▸ · 08 Talk
01 · The Problem
The important email is always under the promo
I have several inboxes: personal, Buni, and real estate.
Closings, tester emails, job alerts, and promos all land together. Important threads got buried. A deadline is easy to miss when it's sitting between two sale emails.
02 · The Setup
A digest, not an inbox
Ivy works read-only by default. It builds a "Must-know" digest with an urgent, actionable section first: the thread, the sender, what's needed, and the deadline. It flags Play Console and tester emails, and hands action items to Riley (Organizer).
- No trash, archive, reply, or send without my OK.
- Urgent and actionable items go first, sorted by deadline.
- Action items get routed to the right agent, not left in the digest.
- Bulk cleanup only after I approve a list.
03 · The Steps
How it runs, step by step
- Define "important" per inbox. A closing email and a promo don't get the same weight.
- Pull a time window, for example the last 21 days.
- Group by topic (closing, app, jobs) and sort by deadline.
- Write a must-know digest with the next action for each item.
- Route tasks to the right agent. Closings to Reed, app emails to Pip, gigs to Quinn.
- Bulk cleanup (old job alerts, promos) only after I approve a list.
04 · Tools
- Gmail
- AI agents
- Scheduled routines
- Markdown digests
05 · Results
What changed
Inboxes covered
Emails triaged
Time saved
A real estate closing thread with a document deadline got surfaced at the top of the digest before the signing link expired.
06 · What a Client Gets
If you hire me for this
- An inbox triage setup with your rules.
- A daily or weekly must-know digest.
- Draft replies waiting for your approval.
- Safe cleanup rules, so nothing important is ever archived by accident.
07 · Try It · Interactive Workflow Example
Triage this inbox
Eight made-up emails. Press Run triage and watch them sort into Must-know, This week, FYI, and Cleanup, each with a reason and a next step. Cleanup waits for your approval.
Must-know
This week
FYI
Cleanup
Want something like this for your business?
Bring one workflow that feels slower or more manual than it should. We'll look at it together on a free 15-minute fit call, and I'll give you an honest answer, even if that answer is "don't automate this."