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Inbox Triage Desk

Classify your Gmail unread pile with reasons, draft replies for the routine ones, and file real action items as Asana tasks — never auto-sends.

Best forAgencyB2BSaaSServices
Agents10 required
Duration3-6 minutes

This recipe empties the unread pile without sending a thing. It pulls unread mail since your last run, classifies every message with a reason you can audit in seconds, and flags tone-sensitive threads (an unhappy customer inside a routine thread) so they never get a breezy template. Routine action-needed mail gets a reply draft that quotes the actual ask and answers it specifically; sensitive threads get an outline and a needs-your-voice flag instead. Real action items become staged Asana tasks, deduped against the existing board. Replies stay Gmail drafts and tasks are created only on per-item approval, with reruns picking up only new mail — one message is never classified or answered twice.

How it runs

Multi-agent orchestration — here's the flow, step by step.

01

Pull unread mail since the last run or window, deduplicated against the idempotency ledger so no message is triaged twice.

inbox scanner
01

Normalize thread context per message and apply saved mailbox rules and noise-pattern suppressions.

email inbox manager
01

Classify each message into action-needed / FYI / noise with a one-line reason; park low-confidence calls in the check-me bucket.

triage router
01

Flag tone-sensitive threads — unhappy customers, escalations, HR matters — so they are spared automated drafts.

sentiment analyst
02

Draft replies for routine action-needed mail that quote the actual ask and answer it specifically, stopping short of new commitments.

email writer
02

Turn task-shaped action items into staged Asana tasks with owner, due-date proposal, and a link back to the email.

task router
02

Dedupe staged tasks against the existing Asana board so nothing is filed twice.

pm scanner
03

Assemble the single approval package — triage table, reply drafts, staged tasks — with per-item checkboxes; nothing external happens before approval.

workflow orchestrator
03

Render the in-hub triage report with counts, drafts, staged tasks, and the coverage footer with ledger state.

report formatter
03

On approval, create the approved tasks and leave approved replies as staged Gmail drafts for one-click send, returning receipts.

distributor

Required Agents

10
  • inbox-scanner
  • email-inbox-manager
  • triage-router
  • sentiment-analyst
  • email-writer
  • task-router
  • pm-scanner
  • workflow-orchestrator
  • report-formatter
  • distributor

Connections

Required

asanagmail

Optional

gmailasana

What it does

  • Classifies unread mail into action-needed / FYI / noise with a reason per item
  • Tone-sensitive threads flagged and spared template replies
  • Reply drafts grounded in the thread — quoting the actual ask
  • Action items filed as staged Asana tasks with owner and due-date proposal
  • Dedupe against existing tasks so the board never gets doubles
  • Staged Gmail drafts behind per-item approval — never auto-sends
  • Idempotent run ledger — reruns pick up only new mail
  • In-hub triage report as the floor, with copy-paste-ready drafts

Example prompt

Triage my unread Gmail — tell me what actually needs me, draft replies for the routine ones, and file the real action items as Asana tasks. Do not send anything without my approval.

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