send-email

name

send-email

description

Internal service skill for delivering project emails via Gmail MCP. Activated automatically when any project management skill needs to send an email: deadline reminders (E6), weekly status reports (E7), approval requests (E3), client questionnaires (E1), deviation alerts (E4, E5), or meeting notifications (E8). Handles three autonomy levels: Level 1 sends immediately without confirmation, Level 2 sends with PM copied, Level 3 shows a draft and waits for PM approval. Converts .md attachments to .docx for external recipients using the Cowork docx skill. Falls back to a saved .md draft when Gmail is unavailable. Not triggered directly by users — activated by other agent skills passing email_type, recipients, body, and autonomy_level. RU triggers (from calling skills): 'отправить письмо', 'send-email', 'уведомить стейкхолдеров'. EN triggers: 'send email', 'notify stakeholders', 'deliver report'.

Skill: send-email

Internal service skill for sending project emails via Gmail MCP. Called exclusively by other agent skills — not directly by the user. Receives a rendered email from the calling skill, applies autonomy level rules, converts attachments if needed, and delivers via Gmail or saves a fallback draft.

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Activation Context

This skill is activated when another agent skill instructs Claude to send an email. The calling skill provides all content; send-email handles delivery, autonomy logic, and fallback.

Calling skills: generate-questionnaire, generate-approval-letter, monitor-progress, coordinate-meeting, coordinate-executors.

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Language Detection

Determine language from project-state.md field language. If absent: scan project artifacts for Cyrillic → RU. Default: EN.

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Input

Parameters passed by the calling skill:

Parameter	Required	Description
email_type	yes	E1–E8 (email type from artifacts registry)
to	yes	Recipient email(s)
subject	yes	Email subject (already filled by caller)
body_md	yes	Email body in Markdown (already rendered by caller)
autonomy_level	yes	1 / 2 / 3
attachments	no	File paths (.md, .xlsx)
convert_to_docx	no	Convert .md attachments to .docx. Default: false
cc_pm	no	PM email for Level 2 (if absent — read from project-state.md)

Output

Result	Path	Condition
Email sent via Gmail	— (external)	Level 1/2, Gmail available; Level 3 confirmed
drafts/email-draft-{type}-{YYYY-MM-DD}.md	drafts/	Level 3 pending; Gmail unavailable
Log entry in logs/log.md	logs/	Always

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Instructions

Step 1 — Guard-rail

If called directly by a user (not as part of a skill chain): Detection: input is natural language without structured parameters — at least one of email_type, to, subject, body_md, autonomy_level is absent. Respond: "send-email is an internal service skill activated automatically during email delivery. To send a project email, trigger the relevant skill (e.g., coordinate-executors for reminders, generate-approval-letter for approvals)."

Caller contract (for calling skills): body_md MUST be fully rendered Markdown text — not a file path, template variable, or reference. The calling skill is responsible for loading its own template from templates/, populating all placeholders, and passing the result as a string. send-email has no templates/ folder of its own.

Step 2 — Validate Parameters

1. Check required fields: email_type, to, subject, body_md, autonomy_level.
   • If any field is missing → ask PM for the missing data.
2. If email_type is unknown or outside E1–E8 → default to autonomy level 3.
3. Read project-state.md: get pm_email, project_name, language.

Step 3 — Convert Attachments

If attachments is set AND convert_to_docx = true:

• Level 1/2: convert here, before sending.
• Level 3: defer conversion until PM confirms — perform at the start of Step 5.

For each file (when converting):

• .md files → convert via Cowork docx skill → produce .docx (same filename).
• .xlsx files → use as-is.
• Other formats → attach as-is, warn PM in chat.
• On conversion error → log error, attach original .md, notify PM.

Step 4 — Apply Autonomy Level

Level	Email Types	Action
1 — auto	E6, E7	Send immediately, no preview
2 — CC PM	E4, E5	Add PM to CC, send immediately
3 — confirm	E1, E2, E3, E8	Show draft, wait for PM approval

Level 3 flow:

1. Save draft to drafts/email-draft-{email_type}-{YYYY-MM-DD}.md.
2. Display in chat:

   Draft ready ({email_type}):
   — To: {to}
   — Subject: {subject}
   — Attachments: {list or "none"}
   [body preview: first 5 lines or full if < 15 lines]
   
   Confirm: type "send" / "отправить" — or provide edits.
   

3. Wait for PM response:
   • "send", "отправить", "confirm", "подтвердить" → proceed to Step 5.
   • Edit text → apply changes, update draft, show again.
   • "cancel", "отмена" → log "cancelled by PM", end skill.

Step 5 — Send via Gmail MCP

Primary path (Gmail available):

Call Gmail MCP:

• to: recipient list from to parameter
• subject: from subject parameter
• body: body_md content
• cc: PM email (Level 2 only) or empty
• attachments: converted files (if any)

On success → proceed to Step 6.

Fallback (Gmail unavailable or MCP error):

1. Save draft to drafts/email-draft-{email_type}-{YYYY-MM-DD}.md (for levels 1/2 this is the first time the draft is created; for level 3 it is overwritten). Use format from the Email Type Registry section: header (To, Subject, CC, Attachments) + body + attachment paths.

   # Email Draft: {email_type}
   Date: {YYYY-MM-DD}
   To: {to}
   Subject: {subject}
   CC: {cc or "—"}
   Attachments: {list or "—"}
   ---
   {body_md}
   

2. Notify PM: "Gmail unavailable. Draft saved at drafts/email-draft-{email_type}-{YYYY-MM-DD}.md. Please send manually."
3. Proceed to Step 6.

Step 6 — Log

Write to logs/log.md:

• Sent: {DATE}: send-email — sent {email_type} → {to} (level {N})
• Fallback: {DATE}: send-email — fallback, draft saved drafts/email-draft-{type}-{DATE}.md
• Cancelled: {DATE}: send-email — cancelled by PM, {email_type} not sent

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Email Type Registry

Type	Purpose	Level	Convert to docx
E1	Client questionnaire	3	yes
E2	Team lessons questionnaire	2	no (.md)
E3	Document approval request	3	yes
E4	Deadline deviation alert	2	yes
E5	Stream sync deviation alert	2	yes
E6	Deadline reminder	1	no (no attachment)
E7	Weekly status report	1	yes
E8	Meeting status distribution	3	yes

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Constraints

• Does NOT generate email content — receives rendered content from calling skill
• Does NOT select recipients — set by calling skill
• Does NOT update project-state.md — updated by calling skill
• Mass send (>10 recipients) requires explicit PM confirmation regardless of level
• Level 3 draft awaits confirmation within the current session; if session closes, draft remains in drafts/
• Direct user invocation is not supported