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    Durable Mailbox Organization Policy

    Multi Mailbox OpsUpdated Aug 9, 2026MD
    Markdown file

    DOCS/development/organization-policy.md

    Durable Mailbox Organization Policy

    The machine-readable source of truth is src/organization/policy.ts. Agents must read it through get_organization_policy before proposing labels. Prompt-only or agent-invented taxonomies are not authoritative.

    Controlled Vocabulary

    • MMO/Action Needed: temporary workflow state for mail that still needs a decision or task.
    • MMO/Important: durable high-value mail after any immediate action is complete.
    • MMO/Finance, MMO/Security, MMO/Appointments, MMO/School, MMO/Subscriptions, MMO/Purchases, and MMO/Events, Classes & Activities: durable topic labels.
    • MMO/Ruby: person/context label that may combine with School, Appointments, or Events, Classes & Activities.
    • MMO/Ecommerce: generic business-domain facet for ecommerce mail.
    • MMO/Ecommerce/Orders Received: incoming customer orders from Faire, Shopify, Etsy, wholesale, or another storefront.
    • MMO/Ecommerce/Fulfillment: ship-by, tracking, acceptance, and fulfillment work for incoming customer orders.
    • MMO/Apple, MMO/Fordham: durable source/context labels.
    • MMO/Reference: useful retained material without an active inbox task.
    • MMO/Low Priority: routine mail that is safe to summarize or archive after approval.

    Apply no more than three organization labels to one message. Prefer one workflow or priority label, one topic label, and when useful one source/person label. This allows combinations such as MMO/Action Needed + MMO/Appointments + MMO/Ruby without inventing person-specific appointment labels.

    The generic facet identifies the business domain while child labels identify workflow subtype:

    • Faire payout: MMO/Ecommerce + MMO/Finance
    • Incoming Faire order: MMO/Ecommerce + MMO/Ecommerce/Orders Received
    • Faire ship-by notice: MMO/Action Needed + MMO/Ecommerce + MMO/Ecommerce/Fulfillment

    MMO/Needs Review and MMO/Orders are deprecated and rejected for new plans. Existing historical associations are not deleted automatically. A vocabulary change requires a code and policy-version change; agents do not create one-off labels.

    Agentic Execution Contract

    Spam uses a separate plan from mark-read and archive actions. Rollback reverses only labels changed by the receipt and preserves unrelated later human changes.

    Capability Promotion

    Use small reversible canaries before larger batches. Draft authority remains a separate later decision per mailbox.

    Gmail Sidebar Policy

    Legacy non-MMO user labels may be hidden only through an exact-account, exact-label-ID visibility plan. The operation records each name and prior visibility, stops on drift, verifies provider readback, and supports rollback. It never deletes a label or removes its historical message associations. Gmail system labels are immutable and excluded from visibility plans.

    Dataset Preview

    • Raw CSV row/table content is available in the source artifact.