ServiceAI agents
AI email triage: an inbox sorted for you, without a single deletion
Our email triage service puts an AI to work on your mailbox: every two hours it reads new messages, labels them and moves them into a few clear piles (needs you, waiting, receipts, newsletters, prospecting), and flags what matters. It moves and labels; it never deletes. We run the same setup every day on our founder's own mailbox.
What we do for you
- Sorting rules written with you: the few piles you actually want, and what goes in each
- An AI pass every two hours (or at the rhythm you choose) on new messages
- Labels and moves only — no deletion, no expunge, ever
- A "needs you" pile with a one-line summary of why each message is there
- A log of every action, so any message can be found and put back
- A settings review after the first weeks, when real mail shows where the rules were wrong
Who it is for
- Fits: founders, managers and freelancers who receive more mail than they can read
- Fits: shared inboxes (contact@, sales@) where requests get lost among notifications and offers
- Fits: people who want help without letting a tool delete or send anything on their behalf
- Does not fit: anyone who wants an assistant that answers emails on its own
- Does not fit: mailboxes whose content cannot leave a closed environment by law or contract — we discuss that first
The rule that comes before everything: nothing is deleted
A sorting assistant that deletes makes one irreversible mistake sooner or later: the invoice that looked like spam, the client reply that looked like a newsletter. Ours only moves and labels. Every message stays in your mailbox, every action is logged, and anything can be put back in a click. On Gmail this fits the way labels work: Google notes that "labels are different from folders", and a message can carry more than one. On other mail systems we use folders the same way.
The same principle applies to sending: the assistant never sends a message, a reply or a forward on your behalf. Answering stays your job — it simply makes sure you see the messages that need an answer first.
How we set it up
- Look at real mail. With your permission, we review a sample of recent messages to see what you actually receive.
- Define the piles. Usually four to six: needs you today, waiting for someone, money (invoices, receipts), information, newsletters and offers, prospecting.
- Write the instructions. In plain language: what goes where, which senders always count as important, what must never be moved out of the inbox.
- Dry run. For a few days the assistant only reports what it would do. You check the report.
- Switch on. It runs every two hours, labels and moves, and writes a short summary of the "needs you" pile.
- Adjust. After the first weeks we fix the rules that misfired.
Your data, handled carefully
Email is full of personal data — yours, your clients', your suppliers'. The GDPR requires that personal data be kept no longer than necessary for the purpose (Article 5), and the CNIL's guidance for AI systems asks for a clearly defined purpose, only the data needed for it, and a retention period set in advance. We apply that literally: the assistant reads what it needs to sort, our logs keep the action and the message reference, not copies of your mail, and access can be withdrawn at any moment. We tell you which AI provider processes the text and under what terms before you switch it on.
What changes in a working day
| Before | After |
|---|---|
| Opening the inbox means scanning everything | Opening the "needs you" pile, with one line per message saying why |
| Invoices scattered across threads | One money pile, labelled |
| Newsletters and offers mixed with clients | Moved out of the inbox, still searchable |
| Fear of missing something important | A log and a short summary to check |
What we need from you
- Access to the mailbox through its official connection method (for example, an app password or OAuth on Google or Microsoft accounts)
- Twenty minutes to agree the piles and the senders that always matter
- A look at the dry-run reports before switching on
Questions we get
Can the assistant delete an email by mistake?
No. It has no delete action. It only labels and moves, and every action is logged so any message can be put back.
Will it answer emails for me?
No. It sorts and flags; it never sends anything. Sending is always your decision.
Does it work with Outlook as well as Gmail?
It works with mailboxes that can be accessed through standard connections. On Gmail it uses labels; elsewhere, folders.
How often does it run?
Every two hours by default, which is what we use ourselves. You can choose another rhythm.
Who reads my emails?
The AI reads new messages to sort them. People at Takat look at a sample only during setup, with your permission, and you can withdraw access at any time.
Sources
- Gmail Help — Create and manage labels (checked 2026-10-06)
- GDPR, Chapter II (Article 5, storage limitation) — CNIL edition (checked 2026-10-06)
- CNIL — AI: how to comply with the GDPR (checked 2026-10-06)