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inbox-rules
2026-06-13 06:09:56 SAST
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Inbox Rules

Rules for the inbox-assist skill. Claude reads this file during email scanning and applies matching rules automatically.

How to add rules: Add a new entry under the relevant section. Be specific enough that Claude can match confidently. Use sender email, subject keywords, or a combination.

Auto-Skip (not important, exclude from menu)

These emails are never shown in the assist menu. They're noise.

Match Rule
Sender: MSSecurity-noreply@microsoft.com Skip — all Microsoft Security emails (admin consent, sign-in alerts, etc.). These are IT admin notifications — Elmar is CC'd but Eswee (evorster@safair.co.za) or Rohini (rnaicker@safair.co.za) handle them
Sender: *@microsoft.com, Subject contains "admin consent" or "access review" or "Azure AD" Skip — IT admin notifications, not for Elmar
Sender: noreply@mitrac.co.za Skip — fleet tracking alerts, ops team handles
Sender: findata@safair.co.za Skip — high-volume automated finance reports; keep in M365/search on demand, do not mirror into SecondBrain
Sender: admin@investmentnetwork.co.za Skip — pitch roundup spam
Sender: rishikesh@hellodawdle.live Skip — podcast spam
Subject contains "VIP pax list report" Skip — automated ops report
Subject contains "FLYSAFAIR DAILY MOVEMENT" Skip — automated ops report
Subject contains "OPS Daily Movement" Skip — automated ops report
Subject contains "MCC Occurrence Report" Skip — automated ops report, review only if flagged as unusual
Subject contains "AIMS JOB" Skip — automated flight schedule report
Subject contains "BIDAIR CARGO" Skip — cargo manifest, ops team handles
Sender: help@flysafair.co.za, Subject contains "Compensation" Skip — customer support ticket, team handles unless escalated to me directly
Sender: help@flysafair.co.za, Subject contains "Damaged Bag" Skip — customer support ticket, team handles
Sender: NO-REPLY-FC@safair.co.za Skip — HR system pending task reminders (leave approvals, etc.)
Subject contains "You just signed" or "Everyone has signed" (from Dropbox Sign / HelloSign) Skip — completed e-signature confirmations

Auto-Actions (handle without asking)

These emails match a pattern and should be handled automatically.

Match Action
Sender: RevenueRecoveryCentre@Tshwane.gov.za Download attachment. Save to C:\data\Dropbox\Conradie Family Documents\Tshwane\. Use filename format Tshwane Invoice YYYY-MM-DD.pdf. Then archive the email.
Sender: googlealerts-noreply@google.com (Gmail) Standing instruction (2026-04-18): summarise the content in the current inbox-assist run, then DELETE (move to trash). Don't surface individual alerts in the menu — they're noise with occasional signal. The periodic summary captures anything worth knowing.
Sender: noreply@x.ai (Gmail) — Elmar's scheduled AI reports (crypto portfolio, car search, Pansy Cove, etc.) Standing instruction (2026-04-18): summarise the content in the current inbox-assist run, then DELETE. These are self-dispatched informational reports; the summary is the value, the individual emails are not.
Sender: onboarding@resend.dev (Gmail) — Data Sync Success confirmations Standing instruction (2026-04-18): summarise status (any failures, row count trend) in the current inbox-assist run, then DELETE. Only escalate if a sync failed.
Sender: notifications@replit.com, noreply@discord.com, noreply@redditmail.com, no-reply@notification.circle.so, noreply@skool.com, noreply@statuspage.io (Gmail) Standing instruction (2026-06-12 inbox-zero cleanup): DELETE app/community/status notification digests unless the subject indicates a concrete security/billing failure.
Sender: calendar-notification@google.com (Gmail daily agenda) DELETE/skip daily agenda notifications; use live calendar tools for diary context instead.

Reply Templates

Standard replies for recurring email types.

(none yet — add as patterns emerge)

Priority Senders

Built from sent email analysis (Dec 2025 — Mar 2026, both Gmail and Outlook). Emails from these people should always surface in the menu and be ranked higher. Update periodically by re-running the sent email analysis.

Tier 1 — Exco & Board (always prioritise)

Name Email(s) Role
Pieter Richards prichards@safair.co.za, richards.pieter@gmail.com CFO
Matthew Herman mherman@safair.co.za Company Secretary / Legal
Alec Anderson aanderson@safair.co.za Fleet Management
Obert Chakarisa ochakarisa@flysafair.co.za Compliance
Andre Vermeulen avermeulen@safair.co.za COO
Kirby Gordon kirbygordon@flysafair.co.za CMO
Eswee Vorster evorster@safair.co.za CIO
Rohini Naicker rnaicker@safair.co.za Head IT & Innovation
Philip Meyer pmeyer@safair.co.za Finance
Joggie Zeuner jzeuner@safair.co.za Operations
Paul Potgieter ppotgieter@safair.co.za Technical
Dave Andrew dandrew@aslaviationholdings.com ASL Aviation Holdings — shareholder
Liz Daly ldaly@aslaviationholdings.com ASL Aviation Holdings — shareholder
Vivienne Burch vburch@aslaviationholdings.com ASL Aviation Holdings — shareholder
Emile Du Toit emile.dutoit@harith.co.za Harith — shareholder
Sam Fletcher sfletcher@star-capital.com Star Capital — shareholder/funder
Michael Barker mbarker@star-capital.com Star Capital — shareholder/funder
Zothile Mkhize zmkhize@safair.co.za Safair manager
Maryke Pienaar mapienaar@flysafair.co.za FlySafair manager
Nomsa Qobose nqobose@safair.co.za Safair manager
Vincent Eva veva@flysafair.co.za FlySafair manager
Kyle Oosthuizen koosthuizen@safair.co.za Safair manager
Juan Biermann jbiermann@flysafair.co.za FlySafair manager
Eric Bodenstein ebodenstein@safair.co.za Safair manager
Veni Byers vbyers@flysafair.co.za FlySafair manager
Nokuthula Mathunjwa nmathunjwa@safair.co.za Safair manager
Siphiwe Ubisi ubisis@caa.co.za SACAA — regulator
SafairBru elmar@safbru.co.za SafairBru
John Massey jmassey@aslaviationholdings.com ASL Aviation Holdings — shareholder
Marilise Combrink mcombrink@safair.co.za Safair manager

Tier 2 — Active correspondents (high frequency, surface in menu)

Name Email(s) Context Emails sent (3 months)
Joslyn Jacobs joslyn.jacobs@psg.co.za PSG admin — Werda Operations setup 18
Stephan Spamer stephan.spamer@cdhlegal.com CDH Legal — Harith/Heron deal 13
Zakiya Shaik zakiya.shaik@cdhlegal.com CDH Legal — S42 / corporate 12
Handre Janse van Rensburg handrej@psg.co.za PSG Wealth — financial advisor 8
AJ Marais amarais@ajm.inc, estian@ajm.inc AJM — accounting firm 8
Sophie Muzamhindo sophie.muzamhindo@cdhlegal.com CDH Legal — Section 42 swap 7
Hendre Rossouw hendre@rossouws.com Rossouws — likely legal/advisory 5
Louis McLaren louis@b4i.co.za B4I — IEG Trust contact 5
Taigrine Jones taigrine.jones@cdhlegal.com CDH Legal — competition filings 4
Chazelle Farmer chazelle@mmsgroup.co.za MMS Group — tax payments 2
Erina Grobler egrobler@safair.co.za Safair HR / pension admin 2
Andrew Leeuw andrew.leeuw@rothschildandco.com Rothschild — Project Heron banker 32
Caela Williams-Short caela.williams-short@cdhlegal.com CDH Legal 30
Rughsheen Solomons rughsheen.solomons@cdhlegal.com CDH Legal 7
Melissa Sewgolam melissa@caasa.co.za CAASA industry body 13
Sarah Bruce sarah.bruce@barsa.co.za BARSA industry body 14
Peregrine Capital info@peregrine.co.za Peregrine Capital — client services 7
Ayanda Khumalo akhumalo@flysafair.co.za FlySafair internal — marketing/events 16
HRnews hrnews@flysafair.co.za FlySafair internal HR comms 8
The Culture Office thecultureoffice@flysafair.co.za FlySafair internal culture comms 5

Tier 3 — Occasional but important

Name Email(s) Context
W&I Online Execution (Investec) Online.admin@investec.co.za Investec W&I — account opening forms, KYC requests
Neo Khobane (Investec) Neo.Khobane@investec.co.za Investec W&I — account opening contact for Werda Ops
Megan Dreyer (Investec) Megan.Dreyer@investec.co.za Investec — relationship manager
Natasha Kotze nkotze@flysafair.co.za Safair — events / sponsorships
Melanie Dannhauser melanie.dannhauser@andbeyond.com andBeyond — travel bookings
Bernd bernd@b4i.co.za B4I — IEG Trust
Esther Baard esther.baard@psg.co.za PSG admin
Zama Matshaya zmatshaya@ensafrica.com ENS Africa — Harith MOI/SSHA
Rachel Kelly rachel.kelly@cdhlegal.com CDH Legal — Safair MOI
Chris Charter chris.charter@cdhlegal.com CDH Legal — competition lead
Simon McGill simon.mcgill@harith.co.za Harith — deal counterparty
Rorisang Shongwe rorisang.shongwe@rothschildandco.com Rothschild — Project Heron advisor
Gad Wavomba gwavomba@aercap.com AerCap — aircraft leasing
Johan Nieuwoudt jnieuwoudt@safair.co.za Safair — regulatory
Callum Griffith cgriffith@inqholdings.com InqHoldings — USD settlement for ticket sales
Herman Fleischmann herman.fleischmann@menziesaviation.com Menzies Aviation — ground handler, meetings
Viwe Didishe viwe.didishe@harith.co.za Harith — Elysium Equity MOI/SHA
Marthie van Rooyen mvanrooyen@safair.co.za Safair — company secretary, Elysium Equity, Heron
Blacky Komani bkomani@flysafair.co.za FlySafair — BARSA, regulatory, industry events
Lebogang Mphela lebogangm@b4i.co.za B4i — fuel feedback

Tier 4 — Family & Personal

Name Email(s) Context
Nicolette Conradie nicolette@yellownickel.com Spouse
Conradie Echo conradieecho@gmail.com Family
Johan Pretorius johan.a.pretorius@pwc.com PwC, personal friend

Sender Notes

Context about specific senders that helps with drafting replies.

Sender Notes
Johan Pretorius (johan.a.pretorius@pwc.com) PwC contact, personal friend. Casual tone OK.
Matthew Herman (mherman@safair.co.za) Company Secretary / Legal. Key person on Project Heron. Always loop in Pieter on financial items.
Pieter Richards (prichards@safair.co.za) CFO. Direct, professional.
Stephan Spamer (Stephan.Spamer@cdhlegal.com) CDH Legal — Safair's external lawyers for Harith/Heron deal.
Joslyn Jacobs (joslyn.jacobs@psg.co.za) PSG admin handling Werda Operations paperwork. Very active correspondence.
AJ Marais (amarais@ajm.inc) AJM accounting firm — handles entity books/tax.
Handre Janse van Rensburg (handrej@psg.co.za) PSG Wealth financial advisor. Key contact for all investment matters.
Chazelle Farmer (chazelle@mmsgroup.co.za) MMS Group — handles provisional tax payments. "Please load payment" pattern.
Erina Grobler (egrobler@safair.co.za) Safair HR. Also NMG pension fund admin. Afrikaans OK.

Newsletter / Marketing (always skip)

Any email from these senders is always skipped:

Important senders NOT to skip

These might look like noise but are important:

Sender Reason
*@investec.com (Investec My Investments) Bank — may have offers/features, keep
*@ajwgroup.com (AJW Group) Important supplier — don't miss invites
*@barsa.co.za (BARSA) Industry body — events and regulatory updates
hrnews@* or internal HR comms Internal HR updates — always surface
akhumalo@* (Ayanda Khumalo) Internal marketing assistant — events to attend
*@cornwallhillcollege* School — personal, keep

Auto-Skip Subjects (additional patterns)

These subjects are always skipped regardless of sender:

Subject pattern Reason
Occurrence Log.*Night Shift Automated ops night shift log
HIGH PRIORITY ALERT.*Fleet IQSMS fleet alerts (ops team handles)
Closure occurrence report Automated safety closure
Initial occurrence report Automated safety occurrence
<IQSMS Quality Module> Automated audit notifications
Revision \d+:.*Daily Movement Daily movement revisions (already skip base pattern)
Advice for deal \d+ Absa FX deal confirmations (Finance team handles)
P\d+.*CONFIRMATION OF CLAIMS.*ICH ICH interline clearing (Finance team handles)
KPI's for week Auto-generated weekly KPIs (read separately via dashboard)
KPI"s for week Same (alternative apostrophe)
Protect your home loan Investec product marketing (not from relationship manager)
Schedule Change Request Ops team handles — Spillay-Sughrim, Cindi, Fellows-Smith
Automatic reply: Auto-replies from OOO/rules — always skip
Advanced Financial Modelling David Yei-Yuan training spam
MCC Occurrence Report Already in auto-skip but needs explicit pattern
MySafair Library.*Publication Update Internal publications — not noise but skip for inbox triage (read on own time)
IATA Clearing House.*Period ICH period initialisation/advice (Finance team)
IATA.*ICH or ICH Claims or FA-\d+.*ICH or Clearance period P\d+ All IATA Clearing House correspondence — Lindie owns submission, Elmar CC for info only
Review admin consent Microsoft Security IT admin notification — not for Elmar
Action required.*admin consent Microsoft Security IT admin notification — not for Elmar
VIP Passengers Notification Automated FlySafair VIP pax list — ops team handles
Annual leave From: PremierEss leave approval — skip in triage (approve in HR system directly)
Work from Home From: PremierEss WFH approval — skip in triage (approve in HR system directly)
SIS e-Invoicing IATA SIS invoicing bulletins — Finance team handles
Facilities Help or sender facilities@ Internal facilities tickets — not for Elmar
Impumelelo.*Top Empowerment Marketing/awards spam
Protecting Sensitive Information or Data Loss Prevention Internal IT awareness comms — read on own time

Auto-Dedup Senders

High-volume automated senders that emit many copies of the same report per day. email_sync.py keeps only the FIRST email per (sender, subject, received_date) and drops the rest before classify/summarize/insert. Eliminates wasted Gemini calls and attachment downloads. To re-enable full retention for a sender, remove its line below.

Sender Reason
findata@safair.co.za Bulk daily reports (Domestic & Regional Cabin, OTP, Summary LF Route, etc.) — sends ~192 copies/day, all identical per subject. MC-2928.

Attachment Saving Rules

Controls email_attachment_sync.py. Emails that pass the gate get body text extracted and attachments saved. Rules evaluated top-to-bottom; first match wins.

Gate — Always Save (body + attachments)

Condition Notes
inferenceClassification == "focused" Outlook Focused Inbox — primary signal
Sender in Priority Senders Tier 1 or Tier 2 above Already built from sent-email analysis

Gate — Save Body Only (no attachment download)

Condition Notes
classification == FOLLOW_UP Important thread but no attachment expected

Gate — Never Save

Pattern Reason
Sender in Auto-Skip list above Noise
Subject matches automated report patterns Ops reports, movement reports, etc.
CC-only with no direct action Not addressed to Elmar

Attachment Filter

``` SAVE: .pdf .docx .doc .xlsx .xls .pptx .ppt SKIP: .jpg .png .gif .bmp .ics .html .htm and any Content-Type: image/* SKIP: files < 10 KB (signature logos, blank attachments) LIMIT: skip attachments > 50 MB ```

Work vs Personal Routing

Determines whether attachment goes to OneDrive - Safair or Google Drive.

Work → OneDrive - Safair/Attachments/{project}/{YYYY-MM}/ Personal → Google Drive: Email Attachments/{category}/{YYYY-MM}/

Classification Destination
Sender domain @safair.co.za or @flysafair.co.za Work
Project contains "FlySafair", "Safair", "ACSA", "Aviation" Work
Project contains "Harith", "Heron", "Elysium", "ENCFT", "Werda", "YellowNickel" Personal
Sender in Tier 2 (PSG, CDH Legal, AJM, B4I) Personal
Default (ambiguous) Work

Personal Category Mapping (Google Drive folder name)

Project pattern Folder
ENCFT, Werda, YellowNickel, Elysium, Harith, Heron Legal
PSG, portfolio, investment Financial
Medical, Discovery Medical
Family Family
Default General

Include Rules (positive matches — fetch body + attachments, generate MD)

Applied AFTER skip rules (skip always wins). Match → full ingestion.

Dynamic projects: this section is the source of truth for project classification. Adding a new project here + running reclassify_project.py <name> retroactively tags existing envelope MDs and email_index rows.

Group & Personal Projects

Project Match keywords / aliases
Heron Heron, Project Heron, Rothschild, Harith, Simon McGill, Rorisang Shongwe
Elysium Elysium, Elysium Equity, Viwe Didishe, Rughsheen Solomons
Flysium Flysium
Werda Werda, Werda Operations, Werda Investments, Werda Ops, Werda Inv
ENC Family Trust ENCFT, ENC Family Trust, Family Trust
Personal Finance Portfolio, Investec W&I, PSG Securities, PSG Wealth, Section 42, S42, Handre Janse van Rensburg, Joslyn Jacobs, account opening, FICA, KYC, beneficial owner, tax directive, provisional tax
NCC NCC, National Consumer Commission
Compcom Competition Commission, Compcom, competition filing, merger notification
Licensing Councils licensing council, ASL, ASLC, ICAO, SACAA operating licence, air service licence

Safair Departments (fallback — when not a group/personal project)

For emails from @safair.co.za / @flysafair.co.za senders, classify by department:

Department Signals
Finance CFO, weekly exco report, budget, forecast, cash flow, audit, Pieter Richards, Philip Meyer
Marketing campaign, brand, sponsorship, Kirby Gordon, Natasha Kotze, Ayanda Khumalo
PR media, journalist, statement, press release, Blacky Komani, Kirby Gordon
Operations OTP, crew, schedule, Andre Vermeulen, Joggie Zeuner
Technical maintenance, MRO, engine, airframe, Paul Potgieter
Fleet / Asset Management asset watch, aircraft acquisition, lease, Alec Anderson, AerCap, Gad Wavomba
Compliance safety, SACAA, audit finding, standards, Obert Chakarisa
Legal MOI, contract, agreement, Matthew Herman, Marthie van Rooyen
IT & Innovation IT, innovation, system, Eswee Vorster, Rohini Naicker
HR recruitment, pension, NMG, Erina Grobler, flight deck, cabin crew training

Emails from Safair senders that don't fit any department → safair-other.

Always-Include Signals

Any ONE of these triggers full ingestion regardless of project/department match:

Folder Scope (for backfill + daily sync)

Backfill: scan all mailbox folders via Graph API /me/messages (no folder filter). Includes Inbox, Archive, user-created subfolders. Excludes Deleted Items and Junk Email.

Daily sync: same — all folders, last 2 days.

Help