Gmail AI agent: review the draft before sending

Start with the intended mailbox and permitted context

Confirm which Gmail account is connected and which mailbox the task concerns. An available account label is not enough to establish that an agent can read the intended source or that its connection still works.

Review the permissions and complete a safe read through the approved setup flow. If a workflow uses Datagran-backed data integrations or semantic Memory, those capabilities require the appropriate Datagran connection and account. Groovy's structured Wiki is separate. Do not assume every connected source is automatically available to every agent.

Use only the thread and supporting information needed for the reply. A meeting note from last month may not establish the customer's current availability. Preserve the source and the unresolved question instead of filling the gap with a plausible answer.

Classify the message before drafting a response

Give the agent a narrow task: identify the request, summarize the relevant thread, and propose the next step. Useful triage categories can include a reply needed, waiting for another person, a scheduling request, or information only. These are example operating labels, not guaranteed default Groovy categories.

Keep the person who owns the reply visible. An agent's classification can help order work, but the reviewer still needs to know which request is pending and what evidence supports the proposed response.

Work through a hypothetical rescheduling email

Suppose a customer writes, "Can we move our meeting to Thursday afternoon?" The thread identifies the meeting, but no approved source establishes a free time on Thursday.

A review packet can contain:

• The connected mailbox and original thread reference.
• A summary of the customer's request.
• The current meeting details from the available source.
• The unresolved Thursday availability.
• A proposed response asking the customer for a preferred time or stating the options the reviewer has verified.
• The person responsible for the final reply.

The draft must not announce a confirmed replacement time while availability remains unknown. If the reviewer selects a time, update and review the final wording before approving the send. Sending an email and changing a calendar event are separate actions with their own permissions and results.

For the event side of this request, use the separate Google Calendar account and event-review checklist linked below. Confirm the actual event, scope, time zone, available operation, and Calendar result instead of treating an approved email as a completed reschedule.

This example is hypothetical. It does not claim customer results, saved time, or automatic calendar coordination.

Review the exact message that will be sent

Before approving, inspect the recipient address, CC and BCC fields, thread, subject, body, links, and attachments. Check that confidential material is intended for every recipient. Remove an attachment or copied recipient that the task did not authorize.

Approval needs a clear object: this message, in this mailbox, with these recipients and attachments. If one of those details changes after review, review the revised proposal before sending it.

Keep the review process short enough to use. A reviewer should be able to see what the customer asked, what the agent proposes, and what remains uncertain without reconstructing the entire conversation.

Confirm the result before retrying

After an approved send, inspect the returned result and the corresponding mailbox record through the supported product flow. Distinguish a prepared draft, queued task, attempted send, and confirmed send result.

A timeout leaves the outcome uncertain. Inspect the thread and send history before another attempt so an uncertain response does not lead to two emails. A successful send result also does not establish that the recipient read or answered the message.

Retain a source reference for the result and give an unresolved failure an owner. A saved schedule or an agent's statement that it is finished does not replace checking the actual output.

Use this approval checklist

• Confirm the mailbox, connection, and intended thread.
• Read the current customer request and relevant source context.
• Keep unknown facts visible in the draft.
• Check recipients, links, and attachments for the intended audience.
• Review the exact proposed message before authorizing its send.
• Review any material change after the original approval.
• Inspect the send result and mailbox evidence.
• Reconcile uncertain attempts before retrying.
• Assign any remaining question or failure to a person.