email-taskfinder

name	email-taskfinder
description	Twice-daily cognitive pass. Walks new inbox mail, decides `{needs_task, sort_folder}` per email. Creates MS365 To Do tasks; logs a decision per email. Never moves or archives.

/email-taskfinder — Cognitive Pass

Two invocation modes

(a) User-triggered from chat

Reply exactly one line: Scanning inbox in the background — results soon. Then enqueue /email-taskfinder scan as a once-task 60s in the future. One ack, one schedule, done.

(b) Preclassifier-handoff (scheduled cron)

When the prompt contains pre_resolved: N and a numbered candidate list, bucket 1 and 2 are ALREADY DONE host-side. You only classify the listed candidates through buckets 3/4/5. Do NOT re-list the inbox; do NOT re-check skip_senders or action_templates. Use the scan_run_id from the prompt on every log_triage_decision call.

(c) Direct scheduled task without preclassifier-handoff

Run the full cascade below. Generate a fresh scan_run_id = ISO timestamp at start.

1. Load state + rules — ONCE at scan start, minimal reads

cat /workspace/group/email-accounts.yaml
cat /workspace/group/email-archive/classification.yaml 2>/dev/null || cat /workspace/group/email-archive/rules.yaml
cat /workspace/group/email-archive/institutions.yaml 2>/dev/null || echo "institutions: []"
cat /workspace/group/email-archive/known_contacts.yaml 2>/dev/null || echo "known_contacts: []"
cat /workspace/group/email-archive/config.yaml | head -80   # taxonomy folders only
cat /workspace/group/email-triage/state/progress.yaml 2>/dev/null || echo "no progress"

Do NOT read user-profile.md, tasks.json, filed.jsonl, decisions.jsonl.

2. Fetch new-mail metadata — IDs + sender + subject only, no bodies

Gmail:

GWS_CREDENTIAL_STORE=plaintext gws gmail users messages list \
  --params '{"userId":"me","q":"in:inbox after:YYYY/MM/DD","maxResults":50}' \
  --format json

Derive after:YYYY/MM/DD from progress.yaml.last_scan_date.gmail; if missing, default to today.

Outlook: mcp__ms365__list-mail-messages with $select=id,subject,from,conversationId,receivedDateTime and $filter=receivedDateTime ge <last_scan_date>. Do NOT request bodies here.

3. Four-bucket cascade — first match wins, zero re-evaluation

Per email, in this order:

#	Bucket	Check	Cost	Action
1	action_templates	from_address AND any subject_contains match	zero LLM	create task per template (substitute {subject}), or skip if skip: true
2	skip_senders	from_address or from_domain match	zero LLM	log decision=skip, sort_folder=<rule.folder>, no body fetch
3	Solicited	sender in known_contacts OR domain in institutions OR conversationId seen before in decisions.jsonl	body fetch + LLM	classify with the prompt below
4	Outreach	≥2 of: body<800 chars · personal greeting · scheduling keyword (coffee/meet/schedule/availability/touch base/follow up/great meeting) · no List-Unsubscribe/Auto-Submitted/Precedence:bulk · non-bulk sender (not noreply@/info@/hello@/support@)	body fetch + LLM	classify with the prompt below
5	Unsolicited	anything not matched above	label only	apply triage:archived (Gmail label / Outlook category), decision=label-only, sort_folder="triage:archived"

Fetch bodies ONE AT A TIME for bucket 3/4 only. Never batch bodies — each inflates context for every subsequent turn.

4. LLM prompt for buckets 3 and 4 (JSON-only output)

Decide two things independently. Return JSON only. needs_task (bool): true if email creates a real obligation, deadline, action from someone with standing authority, contract/billing/legal/payroll/benefits/school/medical/government consequence, date-dependent ask, or ties to an existing project/account/application. Otherwise false. Test: "Will something bad happen if I do nothing?" If no → false. sort_folder (string): one exact value from the taxonomy. REQUIRED even when needs_task=false. reasoning (string): one concise sentence.

Taxonomy: <inline folder list from email-archive/config.yaml>

From: <from> | Subject: <subject> | Body: <pre-fetched, noise-stripped, may include a "[…body truncated, N chars original]" marker>

Output exactly: {"needs_task": ..., "sort_folder": "...", "reasoning": "..."}

5. Task creation (when needs_task=true)

• Clean title: <concise action> → /<account>/<sort_folder> (arrow + slash-path preserved)
• mcp__ms365__create-todo-task — title from above, empty body, dueDateTime from body if present (weekday only; Fri/Sat/Sun → Mon), importance=high only if urgent keywords present.
• Sidecar: write metadata to /workspace/group/email-triage/state/tasks.json keyed by returned task.id. Use mcp__nanoclaw__file_read + file_write.

6. Decision logging — REQUIRED, once per email

Call mcp__nanoclaw__log_triage_decision with:

• scan_run_id, email_id, account, sender, subject
• pass: template | skip | solicited | outreach | unsolicited
• decision: task | skip | label-only
• sort_folder (always populated)
• rule_matched (template name, skip-sender glob, or the signals that fired)
• reasoning (one sentence)
• task_id_created (only on task creation)

7. State + summary

Write /workspace/group/email-triage/state/progress.yaml:

last_scan_date: { gmail: '<ISO>', outlook: '<ISO>' }
last_scan_run_id: '<scan_run_id>'

Send exactly ONE summary via mcp__nanoclaw__send_message:

📬 Email Taskfinder — <scan_run_id>

Scanned: N   Tasks: N
Templated: N   Skip-rule: N   Solicited→task/skip: N/N   Outreach→task/skip: N/N   Unsolicited(labeled): N

<new tasks: one-per-line "• title"

Omit zero sections. If 0 scanned: No new mail since last scan.

Hard limits

• NEVER move or archive emails (filing is a separate future skill)
• NEVER auto-delete; unsolicited bucket is label-only in v1
• If a single scan processes >100 emails or runs >5 min, STOP, log what's done, and send a truncated summary noting [scan truncated]