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AI Email Triage
Your inbox sorts itself. AI reads incoming email and files it into folders you’ve defined — important clients to one folder, invoices to another, newsletters to a third, spam to junk.
It runs on demand, or automatically after every auto-retrieve.
How it works
Your inbox is full of email that’s easy to triage if you have a spare hour.
You almost never have a spare hour.
AI Email Triage handles that filing for you. You define buckets — destination folders with plain-English descriptions of what belongs in each. AI reads each email’s sender, subject, and a snippet of the body, then decides which bucket fits.
You can run it on demand with a preview step (review and approve before anything moves), or set it to run automatically after auto-retrieve so emails are sorted before you ever open RedHorse.
You stay in control. Preview mode lets you accept, change, or skip AI’s choices on each email. Corrections you make become teaching examples — next time, AI sees similar emails the way you do.
A typical setup
Open Email Triage Setup. Pick your intake folders (usually just Inbox). Define your buckets — for example:
Important Clients → folder “Client Email”
Description: “Direct emails from existing clients about active projects, deliverables, or business decisions. Time-sensitive questions that need a personal reply.”
Invoices → folder “Bills”
Description: “Bills, statements, and renewal notices from vendors. Usually have amounts, due dates, and account numbers.”
Newsletters → folder “Reading”
Description: “Newsletters and industry digests I subscribed to. Unsubscribe link in the footer, regular cadence.”
Spam → folder “Junk”
Description: “Unsolicited promotional emails, sales pitches from companies I never signed up with, you’ve-won messages.”
That’s it. Triage handles the rest.
Preview mode
When you run triage manually, preview mode shows you AI’s choices before anything moves. A grid lists each email with:
- The bucket AI picked and how confident it was
- A checkbox to approve or skip
- A dropdown to change the bucket or leave the email in place
- A “Why?” button that shows AI’s reasoning
High-confidence suggestions are checked by default. Low-confidence ones are not — these are the ones to review.
Click Apply Selected when you’re done. AI moves the approved rows, records your corrections as teaching examples, and is done.
AI that learns from you
When you change AI’s pick in preview, that correction becomes a teaching example. The next triage run includes your most recent corrections as examples in the AI prompt — so AI sees the pattern of your decisions and adapts.
You don’t need to do anything special. Just apply your previews normally and AI gets better over time.
Built into your existing workflow
AI Triage uses the email folders you already have. The buckets you define point to real RedHorse folders — your existing organization stays exactly the way it is. Auto File is supported, so a bucket can file emails into the right year/month subfolder automatically.
Email rules and AI triage work together. Run rules first to handle patterns you can describe precisely (specific senders, exact phrases). Anything that lands in your intake folder afterward gets handled by AI.
Run automatically after retrieve
Tick one checkbox in setup and triage runs automatically every time RedHorse retrieves new email. By the time you open RedHorse, your inbox is already sorted.
Auto-retrieve runs trigger triage in direct mode — no preview. Preview is for when you’re actively watching; auto-mode is for “do it while I’m doing other things.”
Undo
If a run sorts things you wish it hadn’t, you can undo the whole run from the run history view. Triage restores each email to where it was before — unless you’ve manually moved it since, in which case your manual choice stays.
You control your data
AI Triage sends each email’s sender, subject, date, and a short body snippet (the first 200 characters by default) to Claude. Claude returns its classification choices. Your full email bodies are never sent.
Every triage run is logged locally with timestamp, count, and cost. You can review usage anytime in your AI Usage report.
Frequently asked questions
How is this different from RedHorse email rules?
Email rules match exact patterns — specific senders, subjects, words. They’re deterministic and fast, perfect when you know exactly what to match. AI triage is for the fuzzy cases rules can’t handle. Use both: rules handle precise patterns, AI handles everything else.
What if AI gets an email wrong?
Override it in preview. After a few corrections of similar emails, AI usually catches on. If a specific sender always belongs in the same bucket, an email rule may be a better fit.
How much does it cost per run?
Triage uses your AI plan’s monthly capacity. A typical run of 50 emails costs a few cents at the default model. The exact cost shows in your AI Usage report.
Can the whole team use it?
Yes. Each user configures their own buckets and intake folders for their own email. The plan budget is shared across your installation.
What languages does it work with?
The same languages Claude supports — English, Spanish, French, German, Italian, Portuguese, Japanese, Chinese, and many others. AI classifies emails based on content regardless of language.
Does it work with my existing email accounts?
Yes. Triage works with whatever’s already in your RedHorse SQL database — Gmail, Office 365, IMAP, POP all work the same. Triage doesn’t reach out to your email provider; it works on emails already retrieved into RedHorse.