email-smart-reply

name	email-smart-reply
description	邮件智能回复系统，自动识别客户意图并生成个性化回复草稿
metadata	{"openclaw":{"emoji":"📧","requires":{"anyBins":["node"]}}}

email-smart-reply

Category: Email Automation
Status: Production-Ready (Auto-Process Pipeline v2.0)
Version: 2.0.0
Created: 2026-03-24
Updated: 2026-03-28 (Added Auto-Process Pipeline)
Maintainer: WILSON + IRON

---

⚠️ CORE PRINCIPLES (核心原则) ⚠️

THESE ARE NON-NEGOTIABLE. VIOLATION = BUG.

#	Principle	Chinese	Rationale
1	NEVER send email without explicit user approval	发送前必须展示完整内容供用户审核，禁止直接发送	User must review and approve ALL outgoing emails. No exceptions.
2	ALWAYS show full draft content before asking for approval	必须先展示完整草稿内容，再请求用户确认	User cannot approve what they cannot see. Show the full email body.
3	Generate HTML emails, NOT Markdown	生成 HTML 格式邮件，不是 Markdown	Email clients don't render **bold**. Use <strong>bold</strong> instead.
4	Provide clear action options after showing draft	展示草稿后提供清晰的操作选项	Always offer: [Send] [Edit] [Skip] [Save as Draft]
5	ALWAYS send generated files to user immediately	生成文件后首要任务是发送给用户，不是存本地	Files are useless if user can't see them. Send first, save second.
6	REPLY emails MUST include "Re:" prefix	回复邮件必须添加 "Re:" 前缀	Standard email convention. Without it, threading breaks.
7	REPLY emails MUST preserve ALL original recipients (To + Cc)	回复邮件必须保留所有原收件人和抄送人	Missing recipients = missed communication. Use Reply All logic.
8	REPLY emails MUST quote original message	回复邮件必须引用原文	Context preservation. Include full original email below signature.
9	ALWAYS match customer's language	必须使用客户的语言（美国客户=英文，德国客户=德文等）	Wrong language = unprofessional + confusing. Check customer's email language and country.
10	NEVER claim actions you cannot perform	永远不要声称你做不到的事情	Dishonesty breaks trust. Always be honest about permissions and capabilities.

Violation Handling:

• If any principle is violated → IMMEDIATELY STOP and apologize
• Document the violation in session log
• Fix the skill code before continuing

---

📝 CRITICAL LESSONS LEARNED (重要教训)

These lessons were learned from real mistakes. Never repeat them.

#	Date	Mistake	Impact	Fix
1	2026-03-28	Wrote email draft in Chinese for US customer	Unprofessional, customer cannot read	✅ Principle #9: Always match customer's language. Check customer's country and email language before drafting.
2	2026-03-28	Did not show full draft content before asking for approval	User cannot approve what they can't see	✅ Principle #2: Always show complete draft first.
3	2026-03-28	Reply email without "Re:" prefix	Breaks email threading, unprofessional	✅ Principle #6: Always add "Re:" for replies.
4	2026-03-28	Missing original Cc recipients in reply	Missed communication	✅ Principle #7: Preserve ALL original recipients.
5	2026-03-28	Reply without quoted original message	No context for recipient	✅ Principle #8: Always quote original email.
6	2026-03-28	Saved file locally but didn't send to user	User can't see the file	✅ Principle #5: Send files immediately via email attachment or Discord upload.
7	2026-03-28	Claimed code was modified without permission	Dishonest, broke trust	✅ NEVER claim actions you cannot perform. Always be honest about permissions and capabilities.

Language Detection Rule:

IF customer email is in English → Draft in English
IF customer email is in Chinese → Draft in Chinese
IF customer is from US/UK/CA/AU → Draft in English
IF customer is from DE/AT/CH → Draft in German (or English if their email was in English)
IF customer is from FR/BE → Draft in French (or English if their email was in English)
IF unsure → Default to English (business standard)

NEVER mix languages in a single email draft.

---

📎 ATTACHMENT FORMAT RULES (附件格式规则)

ALWAYS use professional formats for email attachments.

Document Type	✅ Correct Format	❌ Wrong Format
Quotation (报价单)	PDF	HTML, DOCX
Proforma Invoice (PI)	PDF	HTML, DOCX
Sample Order (样品单)	PDF	HTML, DOCX
Payment Notice (收款通知)	PDF	HTML, DOCX
Product Catalog (产品目录)	PDF	HTML
Data/Spreadsheet (数据表格)	XLSX or PDF	HTML, CSV
Images (图片)	JPG or PNG	HTML, BMP

Why PDF for documents:

• ✅ Professional appearance
• ✅ Fixed formatting (won't break)
• ✅ Printable
• ✅ Universally supported
• ✅ Cannot be easily edited (security)
• ✅ Proper file size (compressed)

Why NOT HTML:

• ❌ Looks unprofessional
• ❌ May not render correctly in all email clients
• ❌ Can be accidentally modified
• ❌ Looks like a draft/temporary file
• ❌ Not suitable for archiving

Conversion Rule:

If output is HTML → Convert to PDF before attaching
Use Chrome headless: chrome --headless --print-to-pdf=output.pdf input.html
Or use the skill's built-in PDF export function

---

🔍 MANDATORY PRE-SEND CHECKLIST (发送前强制检查)

Before showing ANY draft to user, ALWAYS verify:

□ 1. LANGUAGE CHECK
  → What language did the customer use?
  → What country is the customer from?
  → Does my draft match their language?
  → ❌ NEVER mix languages in one email

□ 2. SUBJECT CHECK
  → Is this a reply? → Add "Re:" prefix
  → Is this a forward? → Add "Fw:" prefix
  → Is the subject clear and descriptive?

□ 3. RECIPIENTS CHECK
  → Who was the original sender?
  → Who were the original To recipients?
  → Who were the original Cc recipients?
  → → PRESERVE ALL OF THEM

□ 4. CONTENT CHECK
  → Is the draft in HTML format (not Markdown)?
  → Is the full draft content complete?
  → → SHOW FULL DRAFT BEFORE ASKING FOR APPROVAL

□ 5. QUOTE CHECK
  → Did I include the original message?
  → Is it below my signature?
  → Is it marked with "-----Original Message-----"?

□ 6. DELIVERY CHECK
  → Where should I show this draft?
  → → Discord chat window (NOT email, NOT file)
  → → Show content directly in message

□ 7. PRINCIPLE CHECK
  → Review all 9 core principles
  → → Have I violated any of them?
  → → If yes, fix BEFORE showing to user

If ANY check fails → STOP and fix before proceeding.

After showing draft:

• Wait for explicit user approval ("发送" / "Send")
• Do NOT ask "what do you want to do?" before showing content
• Do NOT send to email unless explicitly requested

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📧 BUSINESS EMAIL STANDARDS (商务邮件标准)

These standards MUST be followed for ALL outgoing emails.

1. Subject Line

Scenario	Rule	Example
Reply	Prefix with Re:	Re: Delivery Status Inquiry - Order ORD-xxx
Forward	Prefix with Fw:	Fw: Order Confirmation
New Email	Clear description	Quotation for HDMI Cables - QT-20260328-001
Urgent	Add [URGENT] tag	[URGENT] Quality Issue - Order ORD-xxx

2. Recipients

Field	Rule
To	Primary action takers
Cc	MUST preserve ALL original Cc recipients
Bcc	Use sparingly (hidden recipients)

3. Salutation

Scenario	Format
Formal	Dear [Title] [Last Name],
Familiar	Dear [First Name],
Unknown	Dear Sir/Madam,
Team	Dear Team, or Dear All,

4. Body Structure

1. Opening (thank/apologize/acknowledge)
2. Main content (one topic per paragraph)
3. Action items (who does what)
4. Closing (offer help/expect reply)

5. Original Message Quote (FOR REPLIES)

MUST include below signature:

--
[Your Signature]

-----Original Message-----
From: [Original Sender]
Sent: [Date]
To: [Original Recipients]
Cc: [Original Cc Recipients]
Subject: [Original Subject]

[Original Email Content]

6. Signature

Required:

• Name
• Title
• Company
• Email
• Phone

7. Pre-Send Checklist

• Subject correct (with Re: for replies)
• All recipients preserved (To + Cc)
• Salutation correct
• No spelling/grammar errors
• Attachments mentioned are attached
• Original email quoted (for replies)
• Signature complete

---

Description

Intelligent email auto-reply pipeline for [e-mail]. Automatically classifies incoming emails by intent, retrieves relevant knowledge from the Your Company knowledge base, generates personalized reply drafts, and routes them through a Discord-based human review workflow before sending.

Pipeline: IMAP fetch → Intent Recognition → KB Retrieval → Reply Generation → USER REVIEW → SMTP Send

This skill is domain-specific to Your Company's B2B email workflow. It is NOT a generic email assistant — it understands product lines (HDMI/DP/USB/LAN cables), customer intent categories specific to electronics manufacturing, and integrates with OKKI CRM data.

---

Core Modules

File	Purpose
scripts/auto-process-inbox.js	v2.0 NEW - Full auto-process pipeline: read → classify → act → report
scripts/intent-recognition.js	Classifies email intent via LLM (OpenRouter) with keyword fallback
scripts/kb-retrieval.js	Retrieves relevant knowledge from LanceDB + Obsidian vault
scripts/reply-generation.js	Generates personalized reply drafts using templates + KB context
scripts/discord-review.js	Pushes drafts to Discord for human approval before sending
scripts/integration-test.js	End-to-end pipeline test with --dry-run mode
config/intent-schema.json	Defines 6 intent categories with thresholds and behaviors
config/discord-config.json	Discord bot token and channel configuration

---

Intent Categories

Defined in config/intent-schema.json:

ID	English	Chinese	Priority	Auto-Draft	Fallback
inquiry	Product Inquiry	产品询价	high	✅	manual_review
delivery-chase	Delivery Follow-up	交期催促	high	✅	manual_review
complaint	Customer Complaint	客户投诉	urgent	❌	escalate_to_wilson
technical	Technical Support	技术支持	medium	✅	manual_review
partnership	Partnership/Collaboration	合作意向	high	✅	manual_review
spam	Spam/Promotional	垃圾邮件	low	❌	ignore

Confidence threshold: 0.75 (below this → needs_manual = true, no auto-draft sent)

---

Usage

🤖 Auto-Process Inbox (Recommended ⭐)

cd /path/to/your/.openclaw/workspace/skills/email-smart-reply/scripts

# Process all unread emails with full automation
node auto-process-inbox.js

# Process specific email by UID
node auto-process-inbox.js --uid 1735972832

# Process up to N emails
node auto-process-inbox.js --limit 5

What it does:

1. Reads unread emails from IMAP
2. Auto-classifies intent (inquiry/complaint/delivery-chase/sample/etc.)
3. Executes workflow actions:
   • Complaint → Create OKKI complaint record + Draft reply + Discord alert
   • Inquiry → Create OKKI customer + Draft quotation reply
   • Delivery Chase → Check order status + Draft status update reply
   • Sample Request → Create OKKI customer + Draft sample order
4. Outputs complete processing report with all details

Run Full Pipeline (Dry Run)

cd /path/to/your/.openclaw/workspace/skills/email-smart-reply/scripts
node integration-test.js --dry-run --limit 5

Run Full Pipeline (Live - sends to Discord review)

node integration-test.js --limit 10

Intent Recognition Only

const { recognizeIntent } = require('./scripts/intent-recognition');
const result = await recognizeIntent(emailText);
// Returns: { intent, confidence, method: 'llm'|'keyword' }

KB Retrieval Only

const { retrieveKB } = require('./scripts/kb-retrieval');
const results = await retrieveKB({ intent, emailText });
// Returns: { found, results: [{source, content}], queries }

Generate Reply Draft

const { generateReply } = require('./scripts/reply-generation');
const draft = await generateReply({ email, intentResult, kbResults });
// Returns: { draft_id, subject, body, needs_manual, reason } or null
// Draft saved to: /path/to/your/.openclaw/workspace/skills/imap-smtp-email/drafts/

Push to Discord Review

const { pushToDiscordReview } = require('./scripts/discord-review');
await pushToDiscordReview({ draft, email, intentResult });
// Sends embed with Approve/Edit/Discard buttons to #email-review channel

Discord Review CLI (manual actions)

node scripts/discord-review.js test          # Send test embed
node scripts/discord-review.js approve <draft_id>
node scripts/discord-review.js discard <draft_id>

---

Draft ID Format

DRAFT-{timestamp}-{3-letter-prefix}

Intent	Prefix
inquiry	INQ
delivery-chase	DEL
complaint	COM
technical	TEC
partnership	PAR
spam	(filtered, no draft)

---

Dependencies

External Services

• IMAP/SMTP: [e-mail] via 网易企业邮 (configured in imap-smtp-email/.env)
• OpenRouter API: LLM intent classification (sk-or-v1-... in TOOLS.md)
• Discord Bot: Token + channel #email-review (configured in config/discord-config.json)

Local Skills/Tools

• /path/to/your/.openclaw/workspace/skills/imap-smtp-email/ — IMAP/SMTP transport layer
• /path/to/your/.openclaw/workspace/vector_store/okki_vector_search_v3.py — LanceDB vector search
• /path/to/your/.openclaw/workspace/obsidian-vault/Your Company 知识库/ — Product knowledge base

Node.js Packages

• imap / nodemailer — email transport (inherited from imap-smtp-email skill)
• node-fetch — OpenRouter API calls
• discord.js — Discord bot integration

---

Configuration

config/intent-schema.json

• Intent definitions, keywords (EN + ZH), confidence thresholds
• Fallback behaviors per intent type
• Global settings (multi-intent handling, language detection)

config/discord-config.json

• bot_token: Discord bot token
• channel_id: Target channel for review embeds (1478948663815442545)
• review_timeout_minutes: Auto-discard timeout (default: 30)

---

Safety Guarantees

1. No blind sending: All drafts require human approval via Discord before SMTP send
2. Low confidence → manual: Confidence < 0.75 sets needs_manual=true, skips Discord push, queues for manual review
3. Complaint escalation: Complaint intent never auto-drafts; always escalates to WILSON
4. Spam filtering: Spam intent immediately discarded, no draft created
5. Dry-run mode: --dry-run flag for safe testing without real sends or Discord posts
6. Fallback degradation: LLM unavailable → keyword matching; IMAP unavailable → sample emails

---

Development History

Task: task-001 | Phase: 1 | Iterations: 5 | Duration: ~2.5 hours

Iteration	Agent	What Was Built
1	IRON	Initial attempt (timed out at 300s — restructured to single-subtask iterations)
2	IRON	Steps 1-3: intent-schema.json, intent-recognition.js, kb-retrieval.js
3	IRON	Step 4: reply-generation.js (templates, escalation logic, draft file I/O)
4	IRON	Step 5: discord-review.js (Embed format, 3-button interaction, CLI fallback)
5	IRON	Step 6: integration-test.js (full pipeline, --dry-run, test-results/ output)

Key Design Decisions:

• Single-subtask-per-iteration strategy after initial timeout failure
• LLM → keyword cascade for intent recognition robustness
• Discord embed review (not email approval) for fast human-in-the-loop UX
• needs_manual flag as primary safety gate (not confidence threshold alone)
• Reviews stored locally in reviews-pending/ as fallback if Discord is unavailable

Known Limitations (Phase 1):

• Integration tests use sample emails (real IMAP auth was unavailable in test env)
• LLM intent classification falls back to keyword matching (confidence ~0.4–0.6)
• Discord live push not tested in dry-run (separately verified in Iteration 4)

---

Phase 2 Roadmap

1. Real IMAP testing — Run pipeline against actual incoming emails, measure intent accuracy
2. LLM availability — Ensure OpenRouter API accessible in production
3. Discord Bot permissions — Confirm bot has send access to #email-review channel
4. Cron job — Schedule integration-test.js every 30 minutes via cron
5. Manual queue monitoring — Alert when needs_manual backlog exceeds threshold

---

File Structure

email-smart-reply/
├── SKILL.md                    ← This file
├── README.md                   ← Quick start guide
├── scripts/
│   ├── intent-recognition.js   ← LLM + keyword intent classifier
│   ├── kb-retrieval.js         ← LanceDB + Obsidian knowledge retrieval
│   ├── reply-generation.js     ← Template-based reply drafts
│   ├── discord-review.js       ← Discord embed review workflow
│   └── integration-test.js     ← End-to-end pipeline runner
├── config/
│   ├── intent-schema.json      ← Intent categories and thresholds
│   └── discord-config.json     ← Discord bot configuration
└── test-results/
    └── integration-test-*.json ← Sample test run outputs

---

Source

All scripts are symlinked/copied from: /path/to/your/.openclaw/workspace/skills/imap-smtp-email/

The canonical source of truth for active scripts remains in imap-smtp-email/. This skill directory is the packaged, documented, reusable version.