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calendar invite and outreach handling in note creation

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Arjun 2026-01-21 10:32:23 +05:30
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commit 8d3387d7af
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10
apps/x/packages/core/src/knowledge/build_graph.ts
View file

@ -27,7 +27,7 @@ const SYNC_INTERVAL_MS = 5 * 60 * 1000; // Check every 5 minutes (reduced freque
const SOURCE_FOLDERS = [
'gmail_sync',
'fireflies_transcripts',
'granola_notes' // Corrected from 'granola_meetings'
'granola_notes',
];
const MAX_CONCURRENT_BATCHES = 1; // Process only 1 batch at a time to avoid overwhelming the agent
@ -152,13 +152,17 @@ export async function buildGraph(sourceDir: string): Promise<void> {
try {
// Build fresh index before each batch to include notes from previous batches
console.log(`Building knowledge index for batch ${batchNumber}...`);
const indexStartTime = Date.now();
const index = buildKnowledgeIndex();
const indexForPrompt = formatIndexForPrompt(index);
console.log(`Index built: ${index.people.length} people, ${index.organizations.length} orgs, ${index.projects.length} projects, ${index.topics.length} topics, ${index.other.length} other`);
const indexDuration = ((Date.now() - indexStartTime) / 1000).toFixed(2);
console.log(`Index built in ${indexDuration}s: ${index.people.length} people, ${index.organizations.length} orgs, ${index.projects.length} projects, ${index.topics.length} topics, ${index.other.length} other`);
console.log(`Processing batch ${batchNumber}/${totalBatches} (${batch.length} files)...`);
const agentStartTime = Date.now();
await createNotesFromBatch(batch, batchNumber, indexForPrompt);
console.log(`Batch ${batchNumber}/${totalBatches} complete`);
const agentDuration = ((Date.now() - agentStartTime) / 1000).toFixed(2);
console.log(`Batch ${batchNumber}/${totalBatches} complete in ${agentDuration}s`);
// Mark files in this batch as processed
for (const file of batch) {

130
apps/x/packages/core/src/knowledge/note_creation_high.md
View file

@ -120,7 +120,6 @@ executeCommand("cat '{source_file}'")
- Has `Attendees:` field
- Has `Meeting:` title
- Transcript format with speaker labels
- Calendar event metadata
**Email indicators:**
- Has `From:` and `To:` fields
@ -133,6 +132,42 @@ executeCommand("cat '{source_file}'")
---
## Calendar Invite Emails
Emails containing calendar invites (`.ics` attachments or inline calendar data) are **high signal** - a scheduled meeting means this person matters.
**How to identify:**
- Subject contains "Invitation:", "Accepted:", "Declined:", or "Updated:"
- Has `.ics` attachment reference
- Contains calendar metadata (VCALENDAR, VEVENT)
**Rules for calendar invite emails:**
1. **CREATE a note for the primary contact** - the person you're actually meeting with
2. **Extract from the invite:** their name, email, organization (from email domain), meeting topic
3. **Skip automated notifications from Google/Outlook** - emails from calendar-no-reply@google.com with no human sender
4. **Skip "Accepted/Declined" responses** - these are just RSVP confirmations, not new contacts
**Who is the primary contact?**
- For 1:1 meetings: the other person
- For group meetings: the organizer (unless it's an EA - check if organizer differs from attendees)
- Look at the meeting title for hints (e.g., "Coffee with Sarah" → Sarah is the contact)
**What to extract:**
- Name and email from the invite
- Organization from email domain
- Meeting topic as context
- Note that you have an upcoming meeting scheduled
**Examples:**
- "Invitation: Coffee with Sarah Chen" from sarah@acme.com → CREATE note for Sarah Chen at Acme
- "Invitation: Acme <> YourCompany sync" organized by sarah@acme.com → CREATE note for Sarah
- "Accepted: Meeting" from calendar-no-reply@google.com → SKIP (just a notification)
- "Declined: Sync" from john@example.com → SKIP (RSVP, not a new relationship)
**Why this matters:** Once a note exists, subsequent emails from this person will enrich it. When the meeting happens, the transcript adds more detail.
---
# Step 1: Source Filtering
## Skip These Sources (Both Meetings and Emails)
@ -150,6 +185,78 @@ executeCommand("cat '{source_file}'")
**Action:** SKIP with reason "Newsletter/mass email"
### Product Updates & Changelogs
**Indicators:**
- Subject contains: "changelog", "what's new", "product update", "release notes", "v1.x", "new features"
- Content describes feature releases, bug fixes, or product changes
- Sent to all users/customers (not personalized to you specifically)
- From tools/SaaS you use: Cal.com, Notion, Slack, Linear, Figma, etc.
- No action required from you — purely informational
- Written in announcement style, not conversational
**Examples to SKIP:**
- "Cal.com Changelog v6.1" — product update
- "What's new in Notion - January 2026" — feature announcement
- "Introducing new Slack features" — product marketing
- "Linear Release Notes" — changelog
**Action:** SKIP with reason "Product update/changelog"
### Cold Outreach / Sales Emails
**THE RULE: If someone emails you offering services and you never responded, SKIP.**
It doesn't matter how personalized, detailed, or relevant the pitch seems. If:
1. They initiated contact (you didn't reach out first)
2. They're offering services/products
3. You never replied or engaged
Then it's cold outreach and should be SKIPPED. Do NOT create notes for cold outreach senders or their organizations.
**EXCEPTION:** If they reference a prior real-world interaction, CREATE a note:
- "Great meeting you at [conference/event]"
- "Following up on our conversation at..."
- "It was nice chatting at [place]"
- "[Mutual contact] suggested I reach out after we met"
This indicates a real relationship that started offline, not cold outreach.
**Indicators:**
- Unsolicited contact from someone you've never interacted with
- Offering services you didn't request (HR, payroll, compliance, bookkeeping, recruiting, dev shops, marketing, etc.)
- Sales-y language: "wanted to reach out", "thought this might help", "quick question about your..."
- Mentions your company growth/funding/hiring/tech stack as a hook
- Attaches "free guides", "case studies", "resources", or "frameworks"
- Asks for a call/meeting without any prior relationship
- From domains you've never contacted or met with before
- No existing note for this person or organization
- **No reply from the user in the email thread**
**Examples to SKIP:**
- "Saw you raised funding, wanted to reach out about our services"
- "Quick question about your bookkeeping/compliance/hiring"
- "Shared this guide that might help with [your problem]"
- "Noticed you're scaling, we help startups with..."
- "Would love 15 minutes to show you how we can help"
- Detailed pitch about HR/payroll/India expansion services (still cold outreach!)
- Follow-up emails to previous cold outreach that got no response
**Key distinction:**
- **You reaching out to a vendor** → worth tracking (you initiated)
- **You replied to their outreach** → worth tracking (you engaged)
- **Vendor cold emailing you with no response** → SKIP (no relationship exists)
**IMPORTANT: CC'd people on cold outreach**
When an email is identified as cold outreach, skip notes for ALL parties involved:
- The sender (the person doing the outreach)
- Anyone CC'd on the email (colleagues of the sender, other contacts they're trying to connect)
- The organization they represent
If someone only appears in your memory as "CC'd on outreach emails from [Sender]", they don't warrant a note — they're just incidentally included in cold outreach, not a real relationship.
**Action:** SKIP with reason "Cold outreach/sales email - no engagement from user"
### Automated/Transactional
**Indicators:**
@ -170,6 +277,27 @@ executeCommand("cat '{source_file}'")
**Action:** SKIP with reason "Low signal"
### Infrastructure & SaaS Providers
**Skip emails from these types of services:**
- Domain registrars: GoDaddy, Namecheap, Google Domains, Cloudflare
- Hosting providers: AWS, Google Cloud, Azure, DigitalOcean, Heroku, Vercel, Netlify
- Email providers: Google Workspace, Microsoft 365, Zoho
- Payment processors: Stripe, PayPal, Square, Razorpay
- Developer tools: GitHub, GitLab, Bitbucket, npm, Docker Hub
- Analytics: Google Analytics, Mixpanel, Amplitude, Segment
- Auth providers: Auth0, Okta, Firebase Auth
- Support platforms: Zendesk, Intercom, Freshdesk
- HR/Payroll: Gusto, Rippling, Deel, Remote
**Indicators:**
- Automated system notifications (renewal reminders, usage alerts, security notices)
- No personalized content from a human
- From domains like @godaddy.com, @aws.amazon.com, @stripe.com, etc.
- Templates about account status, billing, or technical alerts
**Action:** SKIP with reason "Infrastructure/SaaS provider notification"
## Email-Specific Filtering
For emails, check if sender/recipients have existing notes:

18
apps/x/packages/core/src/knowledge/note_creation_low.md
View file

@ -127,7 +127,6 @@ executeCommand("cat '{source_file}'")
- Has `Attendees:` field
- Has `Meeting:` title
- Transcript format with speaker labels
- Calendar event metadata
**Email indicators:**
- Has `From:` and `To:` fields
@ -140,6 +139,23 @@ executeCommand("cat '{source_file}'")
---
## Calendar Invite Emails
Emails containing calendar invites (`.ics` attachments) are **high signal** - a scheduled meeting means this person matters.
**How to identify:**
- Subject contains "Invitation:", "Accepted:", "Declined:", or "Updated:"
- Has `.ics` attachment reference
**Rules:**
1. **CREATE a note for the primary contact** - the person you're meeting with
2. **Skip automated notifications** - from calendar-no-reply@google.com with no human sender
3. **Skip "Accepted/Declined" responses** - just RSVP confirmations
Once a note exists, subsequent emails will enrich it. When the meeting happens, the transcript adds more detail.
---
# Step 1: Source Filtering (Minimal)
## Skip Only These Sources

130
apps/x/packages/core/src/knowledge/note_creation_medium.md
View file

@ -126,7 +126,6 @@ executeCommand("cat '{source_file}'")
- Has `Attendees:` field
- Has `Meeting:` title
- Transcript format with speaker labels
- Calendar event metadata
**Email indicators:**
- Has `From:` and `To:` fields
@ -139,6 +138,42 @@ executeCommand("cat '{source_file}'")
---
## Calendar Invite Emails
Emails containing calendar invites (`.ics` attachments or inline calendar data) are **high signal** - a scheduled meeting means this person matters.
**How to identify:**
- Subject contains "Invitation:", "Accepted:", "Declined:", or "Updated:"
- Has `.ics` attachment reference
- Contains calendar metadata (VCALENDAR, VEVENT)
**Rules for calendar invite emails:**
1. **CREATE a note for the primary contact** - the person you're actually meeting with
2. **Extract from the invite:** their name, email, organization (from email domain), meeting topic
3. **Skip automated notifications from Google/Outlook** - emails from calendar-no-reply@google.com with no human sender
4. **Skip "Accepted/Declined" responses** - these are just RSVP confirmations, not new contacts
**Who is the primary contact?**
- For 1:1 meetings: the other person
- For group meetings: the organizer (unless it's an EA - check if organizer differs from attendees)
- Look at the meeting title for hints (e.g., "Coffee with Sarah" → Sarah is the contact)
**What to extract:**
- Name and email from the invite
- Organization from email domain
- Meeting topic as context
- Note that you have an upcoming meeting scheduled
**Examples:**
- "Invitation: Coffee with Sarah Chen" from sarah@acme.com → CREATE note for Sarah Chen at Acme
- "Invitation: Acme <> YourCompany sync" organized by sarah@acme.com → CREATE note for Sarah
- "Accepted: Meeting" from calendar-no-reply@google.com → SKIP (just a notification)
- "Declined: Sync" from john@example.com → SKIP (RSVP, not a new relationship)
**Why this matters:** Once a note exists, subsequent emails from this person will enrich it. When the meeting happens, the transcript adds more detail.
---
# Step 1: Source Filtering
## Skip These Sources (Both Meetings and Emails)
@ -156,6 +191,78 @@ executeCommand("cat '{source_file}'")
**Action:** SKIP with reason "Newsletter/mass email"
### Product Updates & Changelogs
**Indicators:**
- Subject contains: "changelog", "what's new", "product update", "release notes", "v1.x", "new features"
- Content describes feature releases, bug fixes, or product changes
- Sent to all users/customers (not personalized to you specifically)
- From tools/SaaS you use: Cal.com, Notion, Slack, Linear, Figma, etc.
- No action required from you — purely informational
- Written in announcement style, not conversational
**Examples to SKIP:**
- "Cal.com Changelog v6.1" — product update
- "What's new in Notion - January 2026" — feature announcement
- "Introducing new Slack features" — product marketing
- "Linear Release Notes" — changelog
**Action:** SKIP with reason "Product update/changelog"
### Cold Outreach / Sales Emails
**THE RULE: If someone emails you offering services and you never responded, SKIP.**
It doesn't matter how personalized, detailed, or relevant the pitch seems. If:
1. They initiated contact (you didn't reach out first)
2. They're offering services/products
3. You never replied or engaged
Then it's cold outreach and should be SKIPPED. Do NOT create notes for cold outreach senders or their organizations.
**EXCEPTION:** If they reference a prior real-world interaction, CREATE a note:
- "Great meeting you at [conference/event]"
- "Following up on our conversation at..."
- "It was nice chatting at [place]"
- "[Mutual contact] suggested I reach out after we met"
This indicates a real relationship that started offline, not cold outreach.
**Indicators:**
- Unsolicited contact from someone you've never interacted with
- Offering services you didn't request (HR, payroll, compliance, bookkeeping, recruiting, dev shops, marketing, etc.)
- Sales-y language: "wanted to reach out", "thought this might help", "quick question about your..."
- Mentions your company growth/funding/hiring/tech stack as a hook
- Attaches "free guides", "case studies", "resources", or "frameworks"
- Asks for a call/meeting without any prior relationship
- From domains you've never contacted or met with before
- No existing note for this person or organization
- **No reply from the user in the email thread**
**Examples to SKIP:**
- "Saw you raised funding, wanted to reach out about our services"
- "Quick question about your bookkeeping/compliance/hiring"
- "Shared this guide that might help with [your problem]"
- "Noticed you're scaling, we help startups with..."
- "Would love 15 minutes to show you how we can help"
- Detailed pitch about HR/payroll/India expansion services (still cold outreach!)
- Follow-up emails to previous cold outreach that got no response
**Key distinction:**
- **You reaching out to a vendor** → worth tracking (you initiated)
- **You replied to their outreach** → worth tracking (you engaged)
- **Vendor cold emailing you with no response** → SKIP (no relationship exists)
**IMPORTANT: CC'd people on cold outreach**
When an email is identified as cold outreach, skip notes for ALL parties involved:
- The sender (the person doing the outreach)
- Anyone CC'd on the email (colleagues of the sender, other contacts they're trying to connect)
- The organization they represent
If someone only appears in your memory as "CC'd on outreach emails from [Sender]", they don't warrant a note — they're just incidentally included in cold outreach, not a real relationship.
**Action:** SKIP with reason "Cold outreach/sales email - no engagement from user"
### Automated/Transactional
**Indicators:**
@ -186,6 +293,27 @@ executeCommand("cat '{source_file}'")
**Action:** SKIP with reason "Consumer service"
### Infrastructure & SaaS Providers
**Skip emails from these types of services:**
- Domain registrars: GoDaddy, Namecheap, Google Domains, Cloudflare
- Hosting providers: AWS, Google Cloud, Azure, DigitalOcean, Heroku, Vercel, Netlify
- Email providers: Google Workspace, Microsoft 365, Zoho
- Payment processors: Stripe, PayPal, Square, Razorpay
- Developer tools: GitHub, GitLab, Bitbucket, npm, Docker Hub
- Analytics: Google Analytics, Mixpanel, Amplitude, Segment
- Auth providers: Auth0, Okta, Firebase Auth
- Support platforms: Zendesk, Intercom, Freshdesk
- HR/Payroll: Gusto, Rippling, Deel, Remote
**Indicators:**
- Automated system notifications (renewal reminders, usage alerts, security notices)
- No personalized content from a human
- From domains like @godaddy.com, @aws.amazon.com, @stripe.com, etc.
- Templates about account status, billing, or technical alerts
**Action:** SKIP with reason "Infrastructure/SaaS provider notification"
## Email-Specific Processing (Medium Strictness)
For emails, evaluate if the content is personalized and business-relevant: