> ## Documentation Index
> Fetch the complete documentation index at: https://docs.getcore.me/llms.txt
> Use this file to discover all available pages before exploring further.

# How I Organise My Inbox

> My personal labelling policy for email — what counts as Urgent, what's a Customer signal, what's Trying to Sell, and the rest. Applied wherever email is touched — labelling tasks, triage, summaries, agent flows reading my inbox. Trigger with "how I label email", "set my inbox labelling rules", or "tell CORE how to organise my inbox".

**What this is:** A reusable definition of how *I* want email categorised. This is the labelling policy — the names of the labels, what each one means, and how to choose between them. Tasks (a labelling task running on inbound mail, a daily triage, an agent summarising my inbox) apply this policy. The policy does not run on a schedule.

**Tools touched (when this policy is applied):** Gmail.

**Rule:** Apply up to 2 labels — the 2 most specific matches — working through them in priority order.

### Setup — Run Once Before First Label

Search memory for the following before processing any email:

* "user's product name and how customers or users are identified"
* "user's key vendors, compliance providers, or financial services"
* "user's payroll or compliance tools and their sender domains"
* "email labelling rules or inbox organisation preferences"

Use whatever is found to personalise the Urgent and Customer label matching below.

If nothing relevant is found → use the generic matching rules as written. After the first run, ask once:

> "To label your emails accurately, I need a few details:
>
> 1. What is your product or business name? I'll use this to identify customer emails.
> 2. Who are your key vendors or compliance providers I should flag as Urgent? (name, email, or domain)
> 3. Any payroll or financial tools I should watch for compliance deadlines? (e.g. Razorpay, Gusto, Xero)
>
> I'll remember these — you won't need to tell me again."

Store all answers in memory immediately.

***

### Label Definitions & Matching Rules

Work through labels in priority order. Apply up to 2 labels — the most specific matches. Stop after 2.

***

#### 1. 🚨 Urgent

Apply when the email is time-sensitive and must be handled same day.

Matches if:

* A customer is reporting a bug or critical issue with the user's product (check memory for product name)
* Email is from a payroll or compliance tool about a deadline (check memory for provider names)
* Email is from a known compliance or bookkeeping vendor about a critical issue (check memory for vendor domains)

> Check this label first — it overrides Action Required or Customer for critical cases.

***

#### 2. 📅 Meetings

Apply when the email is a calendar-related notification.

Matches if:

* Subject contains: "invitation", "accepted", "declined", "cancelled", "updated", "event", "meeting request"
* Sent by Google Calendar, Outlook Calendar, or any calendar system

***

#### 3. 🎙 Meeting Transcripts

Apply when the email contains a meeting summary, transcript, or recording.

Matches if:

* Sender is Gemini, Fireflies, Otter.ai, Fathom, Grain, or any meeting bot or transcription service
* Subject contains: "transcript", "summary", "recording", "notes from", "meeting recap"

***

#### 4. 👤 Customer

Apply when the email is related to the user's product — from a customer, user, or prospect.

Matches if:

* The body mentions the user's product by name (check memory for product name and any known aliases)
* The email is a support request, bug report, feature request, or question about the product
* Someone is reaching out as a potential customer or expressing interest in the product

***

#### 5. ⚡ Action Required

Apply when the ball is in the user's court and a response or action is needed.

Matches if:

* Someone is asking a question that needs an answer
* Someone is waiting on feedback, approval, or a decision
* An unresolved thread needs follow-up

**Do NOT apply if:**

* The sender is trying to sell a product or service (→ use Trying to Sell)
* It's a promotional or marketing email

***

#### 6. 🧾 Receipts and Invoices

Apply when the email is a bill or invoice with an attachment.

Matches if:

* Email has an attachment (PDF, image, or document)
* Subject or body references: invoice, receipt, bill, statement, purchase confirmation
* The attachment appears to be a financial document

> Key distinction from Financial: this label requires an attachment.

***

#### 7. 💰 Financial

Apply when the email is a financial notification without an attachment.

Matches if:

* Payment received, sent, or failed
* Bank or card transaction alert
* Account balance update
* Salary credited, subscription charged
* Senders from known financial platforms (check memory for user's bank, payment tools, card providers)

> No attachment required — that separates this from Receipts and Invoices.

***

#### 8. 🛍 Trying to Sell

Apply when someone is pitching a product, service, or partnership to the user.

Matches if:

* Cold outreach trying to sell software, services, agencies, or tools
* Partnership or collaboration pitches where the sender wants something
* Promotional offers from companies the user hasn't bought from

***

#### 9. ℹ️ FYI

Apply when the email is informational only and no action is needed.

Matches if:

* Product updates or feature announcements from tools the user already uses
* Newsletters and digests
* General notifications that don't require a response

> Catch-all for low-priority informational emails. Apply last if nothing else fits.

***

### Edge Cases

* **Multiple labels could apply** → use priority order above. Urgent beats everything. Apply up to 2 — skip the rest.
* **Truly ambiguous** → default to FYI rather than leaving unlabelled.
* **Email is already labelled** → do not overwrite manual labels. Skip entirely.

***

### Label Colors

When creating or updating Gmail labels, you can set a color from Gmail's fixed palette. Pass `color` as either a preset key or an explicit pair:

**Preset key:**

```json theme={null}
{
  "name": "Urgent",
  "color": "red"
}
```

Available presets: `black`, `gray`, `white`, `red`, `orange`, `yellow`, `green`, `teal`, `blue`, `purple`, `pink`, `brown`.

**Explicit pair** (for any color in Gmail's 89-value palette):

```json theme={null}
{
  "name": "Urgent",
  "color": { "textColor": "#ffffff", "backgroundColor": "#cc3a21" }
}
```

Both `textColor` and `backgroundColor` must be values from Gmail's allowed palette — arbitrary hex is rejected. See the full palette in the [Gmail API reference](https://developers.google.com/gmail/api/reference/rest/v1/users.labels).

Gmail renders a single color pair in both light and dark themes automatically — there is no per-theme input. Only `type: 'user'` labels can be colored (system labels cannot).