inbox-processing

name	inbox-processing
description	Process new files in the founder's inbox ([YOUR_PLANS_DIR]/_inbox/). Covers triage, routing, and logging.
when_to_use	Start of every HQ session — check inbox before other session work begins. Also when founder explicitly drops files for processing.
when_to_skip	Inbox confirmed empty or all files already logged in INBOX_PROCESSING_LOG.md. Verify before skipping — do not assume empty.
version	"2026-04-19T00:00:00.000Z"
last_updated	"2026-04-19T00:00:00.000Z"
applies_to	hq

Inbox Processing Procedure

Purpose

Unprocessed inbox files are invisible work. A legal document sitting in _inbox/ is not filed. A decision buried in a strategy doc is not logged. A file that affects Engineering is not handed off. This skill enforces the discipline of checking, routing, and logging every inbox item before other session work begins — so nothing falls through the gap between what the founder dropped and what the system knows.

Pair With

• memory-entry — inbox items containing decisions or milestones require an HQ- log entry
• cross-org-handoff — inbox items that affect Engineering require an XD- handoff
• decision-ledger-hygiene — Engineering-relevant decisions found in inbox route here

Checklist

Priority	Item	Notes / Evidence
CRITICAL	Inbox checked at session start before any other work begins	Source: [YOUR_PLANS_DIR]/_inbox/ — list all files, compare against INBOX_PROCESSING_LOG.md
CRITICAL	No inbox file deleted without processing — uncertain routing flagged for founder review	If routing is unclear, leave in inbox and flag — never delete or silently skip
HIGH	Each new file routed to correct destination per routing guide	Evidence: file moved/copied to destination, logged in INBOX_PROCESSING_LOG.md
HIGH	Files containing decisions or action items → memory log entry created	Use memory-entry skill — inbox items with material outcomes must be logged
HIGH	Files affecting Engineering → XD- handoff initiated	Use cross-org-handoff skill — do not route Engineering-relevant items verbally
MEDIUM	Processing logged in INBOX_PROCESSING_LOG.md before session continues	Evidence: log entry with date, filename, destination, and brief description
LOW	Routing guide consulted before moving any file — no guessed destinations	Mis-routed files are hard to find later — check the table first

Routing Guide

Content Type	Destination
Business plan / strategy	[YOUR_PLANS_DIR]/founder-operating-system/ (or your org’s equivalent)
Pricing / finance	[YOUR_PLANS_DIR]/finance-pricing/
Legal document	[YOUR_PLANS_DIR]/legal/
Research notes	[YOUR_PLANS_DIR]/research_notes/
Advisor communication	[YOUR_PLANS_DIR]/advisors-partners/
Incorporation / entity	[YOUR_PLANS_DIR]/incorporation/
Website content	[YOUR_PLANS_DIR]/gtm-marketing/

Log Entry Format

Append to [YOUR_PLANS_DIR]/_inbox/INBOX_PROCESSING_LOG.md:

## YYYY-MM-DD

- `filename.ext` → moved to `destination/path/` — [brief description of content]

Anti-Patterns

• The unread skip: A file in inbox is listed in the log as "processed" without being read. The content is unknown. Decisions, action items, and Engineering flags inside it are invisible. Always read before routing.

• The silent delete: An inbox file is deleted because the content seems redundant or already handled elsewhere. If uncertain, flag for founder — never delete without explicit routing or founder confirmation.

• The deferred inbox: Inbox is skipped at session start because "there's more important work." Unprocessed files accumulate. Critical items age. Inbox runs first — always.

• The guessed route: A file is moved to a destination that seems right without checking the routing guide. The file lands in the wrong folder. Always consult the routing table before moving.

Stop Conditions

• Routing is genuinely unclear for a file → leave in inbox, flag to founder with a one-line description of the content and the routing question.
• File contains a decision that affects Engineering and no XD- handoff has been initiated → stop other session work, create the handoff first.

Filing

• Processed items → [YOUR_PLANS_DIR]/_inbox/INBOX_PROCESSING_LOG.md
• Decisions found in inbox → memory-entry skill → bound hq_business_memory_log.md
• Engineering-relevant items → cross-org-handoff skill → bound shared_context/handoff_*.yaml or pack_private/handoff_*.yaml