9.0 KiB

Raw Blame History

Email Triage Instructions

Created: 2026-02-01 Updated: 2026-02-07 (Added Specific Sender Rules)

Message Center (MC) API

Unified endpoint for all messages (email + WhatsApp):

Base URL: http://localhost:8025
Fetch new: GET /messages/new
Replay: GET /messages?since=24h
Actions: POST /messages/{id}/archive, /delete, /reply, /to-docs

Account identifiers:

tj_jongsma_me (tj@jongsma.me) — family/shared account
johan_jongsma_me (johan@jongsma.me) — Johan's personal account
whatsapp — WhatsApp messages

All messages use unified ID format: {source}:{sourceID} (e.g., tj_jongsma_me:12345)

CRITICAL RULE

ALWAYS read the FULL message content before triaging. NO EXCEPTIONS.

Every email gets read in full — regardless of sender, subject, or apparent category. The content determines the action.

Reporting Rule (2026-02-08, updated 2026-02-09)

Needs Johan's attention (kept in inbox, flagged, Sophia-related, action required) → Ping immediately
All other processing (trash, archive, shipping updates, routine) → Batched summary at 9:00 AM and 9:00 PM ET via cron jobs
Do NOT ping Johan for every routine email processed
DO NOT RE-REPORT: Before pinging about an email, check recent session history / daily memory. If you already told Johan about it, don't tell him again. Un-actioned in inbox ≠ unreported. Emails stay in inbox until Johan acts — that's by design, not a signal to re-alert.

Attachment Processing

When emails have attachments (has_attachments: true, attachment_names: [...]), decide if any are worth archiving.

Trigger Ingest (Forward to Documents Inbox)

curl -X POST "http://localhost:8025/messages/{id}/to-docs" \
  -H "Content-Type: application/json" \
  -d '{"attachments": ["invoice.pdf"]}'

MC fetches attachments and saves to ~/documents/inbox/ for DocSys processing.

Response:

{"saved": ["/home/johan/documents/inbox/invoice.pdf"], "errors": []}

Ingest all attachments: omit the attachments array or pass {}.

When to Ingest

Trigger ingest for anything interesting/worth keeping:

Invoices, receipts, bills, statements
Contracts, agreements, legal documents
Medical records, insurance docs
Tax forms (W-2, 1099, etc.)
Any document worth keeping/finding later
Use judgment — if it looks useful, ingest it

Skip these:

Marketing fluff, promo images
Logos, signatures (image-only attachments)
Spam attachments
Duplicate documents already ingested

Supported Formats

Vision (K2.5): .pdf, .png, .jpg, .jpeg, .gif, .webp, .tiff, .bmp, .doc, .docx, .odt, .rtf, .xls, .xlsx, .ppt, .pptx
Text (K2): .txt, .md, .csv, .json, .xml, .yaml, .log

James Tasks (assign to myself)

These emails are ACTIONABLE for me — create a dashboard task (owner: james), don't just archive:

Google Search Console (sc-noreply@google.com) — inou.com indexing issues, crawl errors, etc.
inou.com alerts — uptime, errors, anything about the platform
Infrastructure alerts — Uptime Kuma, server notifications, SSL expiry
Security alerts — breach notifications, vulnerability disclosures for our stack

Workflow:

Read the full email
Create task: POST http://localhost:9200/api/tasks with owner: "james", appropriate domain
THEN archive the email

Sophia Triggers

Anything matching these → Sophia's recovery folder (or ASK if unclear):

"brain", "neuro", "therapy", "activator"
Medical devices, equipment, serial numbers
Pediatric suppliers (All About Pediatrics, Tri-Med, etc.)
Insurance claims mentioning Sophia
Any person name "S. Jongsma" or "Sophia"
Therapy appointments, medical follow-ups

Conversation Detection

"Re:" from a person = active conversation, READ IT
Thread replies are not spam
Check context before deleting

Action Required Detection

Credits/refunds → check expiry, action needed?
Payment reminders → notify Johan
"ACTION REQUIRED" → read and assess
Medical advice → flag for attention, don't just file

Phishing / Scam Detection

Phishing ≠ Spam. Spam is junk. Phishing is fraud. Different handling.

Red Flags (read body carefully if ANY present):

Unexpected "payment processed" or "transaction" language
Phone numbers to call "if you didn't authorize"
Urgent action required + money involved
Generic sender names ("Your Teacher", "Support Team")
Legitimate service used as delivery mechanism (Canva class, Google Doc share, etc.)
Message-ID from unexpected domain (e.g., amazonses.com for a "Canva" email)
Mismatched context (class invite containing payment info)

Phishing Workflow:

PRESERVE — do NOT delete. Move to a folder or keep in inbox.
FLAG — mark for Johan's attention
ALERT — ping Johan: "Phishing attempt detected, preserved for review"
LOG — dashboard entry with action: "flagged", reason: "Phishing - [brief description]"
DO NOT AUTO-REPORT — Never send abuse reports to Canva/Google/PayPal/etc. without Johan's explicit approval. We don't want to become spam ourselves, and false positives happen.

Johan decides if an abuse report is warranted. I preserve evidence, he takes action.

Why This Matters:

Phishing evolves — today's "class invite" scam is tomorrow's "shared document" scam
Evidence has value for reporting (if Johan chooses to)
Auto-reporting could flag legitimate emails, annoy abuse teams, or get our accounts flagged

Delete Behavior

NEVER hard-delete. Always move to Trash.

Before moving to Trash:

Read full content
Summarize what it contains
Confirm no action is needed
Confirm it's NOT phishing (phishing = preserve, not trash)

Processed Email Routing

→ Trash (delete)

Marketing/promotional emails
Spam
Phishing attempts
Newsletters not worth keeping
Automated notifications with no value
Test emails

Rule: If Johan would never want to find this again → Trash

→ Shopping (mark read, move)

Order confirmations ONLY

Rule: Actual order/purchase confirmation → mark read, move to Folders/Shopping

→ Trash (after processing)

Shipping notifications
Delivery updates
"Out for delivery" / "Delivered" notices

Workflow for shipping/delivery emails:

Read the full message
Update delivery tracking via dashboard API (POST/PATCH http://localhost:9200/api/deliveries)
THEN move to Trash

This keeps the delivery schedule current without cluttering Shopping folder.

→ Archive (keep but out of inbox)

Processed bills after payment
Travel confirmations (past trips)
Payment receipts from subscriptions (reference value)
Security alerts (password changes, new logins)

Rule: Archive is for things worth FINDING AGAIN. If Johan would never search for it → Trash, not Archive.

→ Trash (common false-archive candidates)

Amazon: Everything except order confirmations and outliers (product recalls, credits). Promos, recommendations, "items you viewed", shipping updates (after updating deliveries) → all trash.
Retailers: Marketing, sales, "new arrivals" → trash
Account notifications with no future value → trash
Generic "your statement is ready" → trash (he can check the app)

→ Keep in Inbox (flag for Johan)

Action required
Bills/renewals pending payment
Personal correspondence awaiting reply
Anything Sophia-related
Medical/insurance matters

Specific Sender Rules

These override general routing:

Kaseya Marketing: Read fully -> Summarize (rundown) -> Post to Dashboard News -> Trash.
Lansweeper: (Johan is ex-CTO) Read fully -> Summarize what's going on -> Post to Dashboard News -> Trash.
inou Verification Codes: (noreply@inou.com) -> Trash immediately (Johan uses backdoors).
Immich: (GitHub/Releases) Read fully -> Trigger update on server 192.168.1.253 -> Post to Dashboard News -> Trash.
Lingerie & Beach Wear (e.g., Pain de Sucre, Fleur du Mal): Use your judgment. If the email introduces a new collection, series, or seasonal release, Keep in Inbox. If it is just general sales/marketing/shipping alerts, Trash.
Domain Purchase Inquiries (e.g., Jacob): -> Deny (Reply "not for sale") -> Archive.
DigiKey (e.digikey.com): Marketing/newsletters → Trash immediately.

Mistakes Made

2026-02-01

Hard-deleted GenerX thread (permanently lost)
Deleted Amazon promo credit without checking if action needed
Almost deleted MBL Brain Activator emails (Sophia's therapy device repair)
Triaged MosaicDx by subject without reading their medical advice

2026-02-02

Canva phishing email: Deleted as "educational marketing spam" without reading body. Missed scam payload ($769.68 fake payment + scam phone number). Should have: read full content, recognized phishing red flags, preserved + flagged for Johan. Violated my own rule: "ALWAYS read the FULL message content before triaging."

Learn from these. Don't repeat.

9.0 KiB Raw Blame History