Email Approval Workflow#

Purpose#

Ensure all external communications are reviewed and approved by Stef before sending. Prevents miscommunication, maintains professional standards, and allows for strategic input.

When to Use This Workflow#

Use for:

• Support tickets (Contabo, services, etc.)
• Competition entries
• Business inquiries
• Partnership discussions
• Any external communication

Do NOT use for:

• Internal agent communications
• System notifications
• Automated reports (unless specified)

Workflow Steps#

Step 1: Draft Creation#

bash

# Create draft in drafts/ folder
mkdir -p /root/.openclaw/workspace/drafts/
cat > /root/.openclaw/workspace/drafts/{purpose}_draft.md << 'EOF'
TO: recipient@example.com
FROM: Appropriate Agent <agent@domain.com>
CC: Stef Ferreira <stef.personal@gmail.com>
SUBJECT: Clear, descriptive subject
DATE: $(date +"%B %d, %Y")

[Professional email content]

Best regards,

[Agent Name]
[Organization]
[Email]
EOF

Step 2: Present for Approval#

text

Present draft to Stef in current chat interface:
"Here's a draft email for [purpose]. Please review and approve:"

[Copy draft content]

Step 3: Await Approval#

• Wait for explicit "approved" or "send it" confirmation
• If edits requested, update draft and resubmit
• Never send without explicit approval

Step 4: Send Email#

bash

# After approval, send using email system
cd /root/.openclaw/workspace && \
python3 email_manager.py send \
  --to "recipient@example.com" \
  --subject "Approved Subject" \
  --body "$(cat /root/.openclaw/workspace/drafts/{purpose}_draft.md | tail -n +7)"

Step 5: Document#

bash

# Log sent email
echo "$(date -Iseconds)|{purpose}|{recipient}|SENT|APPROVED_BY_STEF" >> /root/.openclaw/workspace/email_log.csv

Draft Template#

markdown

TO: [recipient@example.com]
FROM: [Agent Name] <[agent@domain.com]>
CC: Stef Ferreira <stef.personal@gmail.com>
SUBJECT: [Clear, descriptive subject]
DATE: [Month Day, Year]

[Professional greeting],

[Clear, concise message with:
1. Purpose/context
2. Specific request/information
3. Supporting details
4. Call to action
5. Appreciation]

[Professional closing],

[Agent Name]
[Organization/Role]
[Contact email]

Approval Triggers#

Stef must explicitly say one of:

• "Approved"
• "Send it"
• "Go ahead"
• "Yes, send that"

NOT approved by:

• "Looks good" (needs explicit send instruction)
• "OK" (ambiguous)
• Silence (never assume approval)

Examples#

Example 1: Support Ticket Follow-up#

markdown

TO: support@contabo.com
FROM: Ace <ace@SupplyStoreAfrica.com>
CC: Stef Ferreira <stef.personal@gmail.com>
SUBJECT: Re: [#16240135688]: Network issues on our VPS
DATE: March 31, 2026

Dear Svitlana,

Thank you for your prompt response. To help us plan, could you provide:

1. Estimated timeline for resolution?
2. Will you provide proactive updates?
3. Any specific workarounds we should implement?

Current status: DNS workaround working, intermittent connectivity continues.

Thank you for your assistance.

Best regards,

Ace
Supply Store Africa
ace@SupplyStoreAfrica.com

Example 2: Competition Entry#

markdown

TO: competitions@company.com
FROM: Ace <ace@SupplyStoreAfrica.com>
CC: Stef Ferreira <stef.personal@gmail.com>
SUBJECT: Entry: [Competition Name]
DATE: March 31, 2026

Dear Competition Team,

Please accept my entry for the [Competition Name].

[Required entry details]

Thank you for this opportunity.

Best regards,

Ace
Supply Store Africa
ace@SupplyStoreAfrica.com

Error Handling#

If email fails to send:#

1. Check network connectivity
2. Verify email credentials
3. Try alternative SMTP if configured
4. Report failure to Stef with error details

If no response to approval request:#

1. Wait minimum 1 hour
2. Send polite follow-up: "Just checking if you had a chance to review the draft?"
3. Never send without approval

Integration with Agents#

Ace (Competitions Agent)#

• Uses this workflow for all competition entries
• Maintains draft folder: /root/.openclaw/workspace/agents/ace/drafts/

Lourens (SysAdmin)#

• Uses for support tickets, infrastructure communications
• Maintains audit trail of all sent emails

Facet (CAD Specialist)#

• May use for technical inquiries with manufacturers/suppliers

Audit Trail#

All emails tracked in:

• /root/.openclaw/workspace/email_log.csv
• Individual agent logs
• Email system sent items

Related Skills#

• gmail-gog-setup - Email system configuration
• secure-secret-sharing - For sharing draft links if needed
• telegram-multi-bot - For approval notifications via Telegram