📖 Overview

When an email is sent or received, keep my personal CRM up to date by updating the contact's Last Touched date, appending relevant notes from the email, or creating a new contact if none exists.

✅ What to do when an email is sent or received

1. Read the email details, especially:
   • Direction (sent or received)
   • Sender and recipients (To and Cc)
   • Date
   • Mailbox account (which inbox it came from or was sent from)
   • Subject and body (for extracting notes)
2. Identify the external contacts on the email:
   • If the email was sent, the contacts are the recipients (To and Cc).
   • If the email was received, the contact is the sender.
   • Ignore any addresses that match your own mailboxes or look like automated mailboxes (for example: no-reply@, noreply@, do-not-reply@).
3. For each external contact email address, look up a matching contact in my personal CRM by the Email property.
4. If a matching contact exists:
   • Update Last Touched to the date of the email.
   • Review the email for any new, useful facts about the contact (context, interests, plans, commitments). Append them to the existing Notes as bullet points. Do not duplicate information that is already recorded.
5. If no matching contact exists:
   • Create a new contact in my personal CRM.
   • Populate at minimum:
     • Email
     • Name (use the display name from the email if available, otherwise use the email address)
   • Set Last Touched to the date of the email.
   • Add any useful context from the email as bullet-point Notes.

📝 Notes format

Notes should be short, factual bullet points capturing context worth remembering for future interactions. Examples of the kind of facts to capture:

• Met at a product conference in March 2026
• Works on B2B SaaS products
• Interested in design partnerships
• Follow up in Q2

Do not paste entire email bodies, pleasantries, or conversational filler. Only capture details that would help someone understand the relationship or context at a glance.

🧭 If you are unsure

• If there are multiple contacts with the same email address, update the one that was edited most recently.
• If there are no useful facts to extract from the email, skip the notes update.
• If you cannot write to my personal CRM, stop and report the permission issue.