Design inbox triage rules and labels

Get a simple email system: folders, filters, a daily routine and sample rules based on the mail you actually receive.

LLazyPrompt(@lazyprompt)ProductivityPlanWorks with any model
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Prompt template
Help me design an email triage system for {{email_client}}.

My role: {{role}}
Typical daily volume: {{volume}} emails
What fills my inbox:
{{email_types}}

My biggest pain point: {{pain_point}}

Design a system with:
1. No more than 6 labels or folders, with a clear one-line rule for what goes in each.
2. Five to eight concrete filter or rule definitions I can set up today. For each, give the condition (sender, subject, keywords), the action, and what could go wrong.
3. A daily routine with specific check times and a time limit for each pass.
4. A short "when in doubt" decision flow, at most 4 steps.
5. A template for two canned replies I would use most (short, human, no filler).

Keep everything compatible with {{email_client}}'s real features. If a feature does not exist there, offer the closest alternative instead of pretending.
Output as numbered sections with headings.
Example output
**1. Labels** - Action: needs a reply or task from me today - Waiting: I replied, awaiting someone else - Finance: invoices and receipts - Read later: newsletters and FYIs - Alerts: automated shipping messages - Reference: archived threads I may need **2. Filters (Gmail)** - From shipping-system domain -> skip inbox, label Alerts, star if subject contains "FAILED". Risk: a real failure buried; the star rule covers it. - Subject contains invoice or from billing@ addresses -> label Finance, keep in inbox. - Header List-Unsubscribe present -> label Read later, skip inbox. Risk: a useful vendor update is hidden; skim weekly. - Messages where you are only cc'd -> label Read later, skip inbox. **3. Routine** - 9:00, 13:00, 16:30: 20 minutes each. Pass 1 handles Action only, the rest wait. **4. When in doubt** 1. Two minutes or less? Do it now. 2. Needs thought? Label Action, schedule time. 3. Only informational? Archive. 4. Not mine? Forward in one line, label Waiting. **5. Canned replies** "Got it. I will get back to you by [day]." / "Thanks for flagging. Looping in [name], who owns this."

Why it works

Providing what actually fills the inbox lets the model write rules that fit rather than generic advice. Build the filters one at a time and review for a week before adding more.

Licensed CC0 (public domain) Version 1 · history