Gmail Lead Desk

Gmail Lead Desk — standalone sales/CS Gmail skill via the AISA gateway: OAuth connect, scan unread leads, summarize threads, draft template replies (default draft-only), archive with labels. Keywords: Gmail Lead Desk, Gmail, lead desk, sales, customer support, follow-up, unread, inquiry summary, draft reply, archive, OAuth, AISA, connected account, thread_id. Use when: the user needs this workflow's domain-specific automation or guidance.

Gmail Lead Desk (gmail-lead-desk) 📧

Gmail Lead Desk — standalone sales and customer-support Gmail workflows via the AISA gateway.

One skill: connect Gmail, run whitelisted tools, triage inbox, draft replies, archive deals — no other skill required.

Quick start

export AISA_API_KEY="your-key"   # get at https://aisa.one

Pre-flight checks (do first, stop if fails):

1. AISA_API_KEY is set — if not, ask the user to set it before any API call.
2. user_id is known — use the Gmail address the user provides. If not yet known, ask: "What Gmail address should I use as your identity?"
3. Gmail is ACTIVE — run Workflow 0 if connected_account_id is missing or not ACTIVE.

• Base URL: https://api.aisa.one
• Auth: Authorization: Bearer $AISA_API_KEY
• Windows: use curl.exe

OAuth and tools/execute: references/connect_and_execute.md

When to use

• Connect or reconnect Gmail via OAuth
• Scan unread leads needing follow-up
• Summarize inquiry/support threads (CRM format)
• Draft replies from sales templates (default: do not send)
• Archive won deals with labels
• User mentions: unanswered, follow-up, inquiry, quote, draft, archive, lead, connect Gmail

When NOT to use

• Non-Gmail apps (Slack, GitHub, etc.) — out of scope
• Proactive new-mail automation — not MVP; see references/workflows.md § Future
• Bulk permanent delete, filter creation — disabled unless user explicitly requests

Intent → Workflow Quick Reference

User intent	Workflow	Reference
Connect Gmail / OAuth / authorize	0 Connect Gmail	references/connect_and_execute.md
Unanswered / follow-up / unread	A Unread lead scan	references/workflows.md § A
Summarize / summary / summarize thread	B Thread summary	references/workflows.md § B
Reply for me / draft reply / write email	C Draft (no send)	references/workflows.md § C
Confirm send / send now	C-send Send after confirm	references/workflows.md § C-send
Archive / deal closed	D Label and archive	references/workflows.md § D

Run Workflow 0 first if Gmail is not connected (ACTIVE connected_account_id).

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Workflow 0 — Connect Gmail (summary)

1. GET /auth_configs?toolkit_slug=gmail → auth_config_id
2. GET /connected_accounts?toolkit_slugs=gmail&user_ids={user_id} — reuse ACTIVE if present
3. Else confirm, then POST /connected_accounts/link → user opens redirect_url
4. Poll every 3–5 s until status is ACTIVE; save connected_account_id
   • Timeout after ~2 min (24 polls): stop polling, tell user "OAuth not completed — please try again or check the browser tab."
   • DISCONNECTED / REVOKED: re-run from step 3.

Full steps: references/connect_and_execute.md

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Core Workflows (summary)

A — Unread lead scan

1. Resolve connected_account_id (Workflow 0).
2. GMAIL_FETCH_EMAILS with sales default query — see workflows.md.
3. Table: Sender | Subject | Days waiting | thread_id | Suggested action.
4. Do not send at end of this workflow.

B — Thread summary (CRM-ready)

1. GMAIL_FETCH_MESSAGE_BY_THREAD_ID; sort by internalDate.
2. Fixed sections: customer, need, budget/timeline, next action, attachments (unverified when inferred).

C — Template draft (default: no send)

1. Load thread (B); confirm recipient, tone, quote/link.
2. GMAIL_REPLY_TO_THREAD or GMAIL_CREATE_EMAIL_DRAFT; empty subject when thread_id set.
3. Return draft_id + preview.

C-send — Send only on explicit request

• User says send / confirm send / send now.
• Show full To/Cc/subject/body; confirm; then GMAIL_SEND_DRAFT or GMAIL_SEND_EMAIL.

D — Archive and label

1. GMAIL_LIST_LABELS → Label_* IDs only.
2. GMAIL_CREATE_LABEL if needed (confirm).
3. Sample ≤5 messageIds + count → GMAIL_BATCH_MODIFY_MESSAGES.

Never guess tool_slug. Whitelist: references/tool_whitelist.md.

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Safety

Action	Rule
Default after A/B/C	Draft only — no auto-send
OAuth link / create auth config	Confirm with user
Create draft	Confirm recipient and thread
Send	Explicit user request + show To/Cc
Batch label/archive	≤5 sample IDs + total count
Batch delete / filters	Refuse in MVP unless explicit cleanup request
Privacy	No uploading full mailbox externally; attachments need consent
Rate limits	Concurrency ≤10; backoff on 429

Gmail pitfalls: references/gmail_gotchas.md.

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Reference routing

Need	File
API key, OAuth, execute	references/connect_and_execute.md
Sales workflows A–D	references/workflows.md
message_id, labels, drafts	references/gmail_gotchas.md
Allowed tool slugs	references/tool_whitelist.md

Lookup order: intent → Workflow 0 if needed → workflows.md → tool_whitelist.md → GET /tools/{tool_slug} → POST /tools/execute/{tool_slug}.

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Troubleshooting

Symptom	Action
AISA_API_KEY not set	Ask user to run export AISA_API_KEY="..." before any API call
user_id unknown	Ask "What Gmail address should I use as your identity?"
No Gmail connection	Workflow 0 in connect_and_execute.md
OAuth poll timeout (>2 min)	Tell user to check browser tab; re-run Workflow 0 step 3
Invalid id value	See gmail_gotchas.md
Label not applied	Used display name — GMAIL_LIST_LABELS for id
New thread on reply	Subject set on draft — leave subject empty
successful: false	connect_and_execute.md §4 + re-fetch tool schema
Deprecated GMAIL_LIST_MESSAGES	Use GMAIL_FETCH_EMAILS