Spec: outbound email follow-up tracker
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James
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base_url: https://api.fireworks.ai/inference/v1
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api_key: ${FIREWORKS_API_KEY}
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model: accounts/fireworks/models/kimi-k2p5
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dashboard_url: http://localhost:9202/api/alerts
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dashboard_url: http://localhost:9200/api/news
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# Outbound Email Follow-Up Tracker
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*Spec — February 14, 2026*
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*Status: Parked, ready to build*
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---
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## Problem
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Johan sends emails that require responses. If no reply comes, nobody notices until he manually remembers to check. Conversations also move to phone/WhatsApp/in-person — so "no email reply" doesn't always mean "not handled."
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## Solution
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Triage outgoing emails the same way we triage incoming: K2.5 reads each sent email and decides if it expects a reply. If yes, track it with a deadline. If the deadline passes with no reply, push one alert to Fully. Dismiss via Fully or auto-resolve on inbound reply.
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## Architecture
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Everything lives in MC. Fully is just the display layer.
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### IMAP Changes
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Add Sent folder polling to existing connectors:
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- `tj_jongsma_me` → poll `Sent` alongside `INBOX`
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- `johan_jongsma_me` → poll `Sent` alongside `INBOX`
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Tag outgoing messages with `direction: "outbound"` in MC's message store (inbound messages get `direction: "inbound"` or remain untagged for backwards compat).
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### Schema: `follow_ups` table (orchestration.db)
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```sql
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CREATE TABLE follow_ups (
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id TEXT PRIMARY KEY, -- MC message ID of the outbound email
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to_address TEXT NOT NULL, -- recipient email
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to_name TEXT, -- recipient display name
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subject TEXT, -- email subject
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sent_at TEXT NOT NULL, -- ISO timestamp
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deadline_hours INTEGER DEFAULT 48, -- expected response window
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expects_reply INTEGER DEFAULT 1, -- 1=yes, 0=no (triage decided no)
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reply_received INTEGER DEFAULT 0, -- auto-set on inbound match
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reply_message_id TEXT, -- MC message ID of the inbound reply
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alerted_at TEXT, -- timestamp when Fully alert was pushed (NULL = not yet)
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dismissed INTEGER DEFAULT 0, -- set via Fully callback
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dismissed_at TEXT, -- timestamp
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created_at TEXT DEFAULT (datetime('now'))
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);
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```
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### Triage (K2.5)
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Same triage engine, second pass for outbound messages. Prompt addition:
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```
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For OUTBOUND emails, determine:
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1. Does this email expect a reply? (question, request, proposal, scheduling = yes. FYI, acknowledgment, thank you = no)
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2. How urgent is the expected reply?
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- urgent: 24h (time-sensitive, medical, financial)
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- normal: 48h (business correspondence, requests)
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- low: 7d (informational, low-priority asks)
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3. Output: { "expects_reply": true/false, "deadline_hours": 24|48|168 }
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```
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### Alert Flow
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**Check runs every hour (cron or heartbeat):**
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```
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SELECT * FROM follow_ups
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WHERE expects_reply = 1
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AND reply_received = 0
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AND dismissed = 0
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AND alerted_at IS NULL
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AND datetime(sent_at, '+' || deadline_hours || ' hours') < datetime('now')
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```
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For each result:
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1. POST to Fully: `{ "message": "🟠 No reply from {to_name} re: {subject} — sent {N} days ago", "priority": "warning" }`
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2. SET `alerted_at = now()`
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3. **Never alert again for this follow-up**
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### Auto-Resolve
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When an inbound email arrives, check if sender matches any active follow-up:
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```
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UPDATE follow_ups
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SET reply_received = 1, reply_message_id = ?
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WHERE to_address = ?
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AND reply_received = 0
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AND dismissed = 0
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ORDER BY sent_at DESC
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LIMIT 1
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```
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Match by email address. Thread matching (In-Reply-To header) is better but address matching covers 90% of cases and is simpler.
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### Fully Dismiss Callback
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When a follow-up alert is dismissed on Fully (long-press done or ×):
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Alert dashboard POSTs to MC:
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```
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POST /api/follow-ups/{id}/dismiss
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```
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MC sets `dismissed = 1, dismissed_at = now()`.
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This requires:
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1. Follow-up alerts include the MC follow-up ID in their metadata
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2. Alert dashboard `removeAlert` / done handler checks for follow-up ID and calls MC
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### Auto-Expire
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Follow-ups that were alerted but not dismissed auto-expire after 14 days:
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```
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UPDATE follow_ups SET dismissed = 1
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WHERE alerted_at IS NOT NULL
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AND dismissed = 0
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AND datetime(alerted_at, '+14 days') < datetime('now')
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```
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Runs on the same hourly check.
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## Edge Cases
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- **Reply via WhatsApp/phone:** Johan dismisses the Fully alert. That's the signal.
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- **Multiple emails to same person:** Each gets its own follow-up. Inbound reply resolves the most recent one.
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- **CC/BCC recipients:** Only track the TO address. CC'd people rarely owe a reply.
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- **Auto-replies/OOO:** Don't count as a real reply. Triage can detect these.
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- **Johan replies again (bump):** If Johan sends a second email to the same person on the same thread, reset the deadline on the existing follow-up.
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## Implementation Order
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1. Add Sent folder to IMAP connectors
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2. Add `direction` field to MC message model
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3. Create `follow_ups` table
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4. Add outbound triage prompt to K2.5
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5. Add follow-up check to hourly cron / heartbeat
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6. Add auto-resolve on inbound match
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7. Add dismiss callback endpoint in MC
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8. Wire alert dashboard to call MC on dismiss
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9. Add auto-expire cleanup
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## Not In Scope (Yet)
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- WhatsApp outbound tracking (could add later, same pattern)
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- Calendar meeting follow-ups (different trigger, same tracker)
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- Priority escalation (if 2x deadline passes, escalate from 🟠 to 🔴)
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