How action items work

HQ reads incoming mail and raises an action item for anything that needs you: a reply, a decision, a task. Open Action Items from the sidebar (a red badge shows how many are open).

Each item is one card per thread, tagged with its urgency and (when drafted) a Draft pill. Per card you can:

• Done: mark it handled.
• Snooze: hide it until later today, tomorrow, the weekend, or next week. When that time comes the card is back in the open list (and in the badge count) on its own, with nothing for you to do.
• Skip: drop it from the list but leave the email in your inbox.
• Archive: file the email and close the item (it's styled red but it's not a delete).

Archiving, deleting, marking as spam or moving the email to a folder from anywhere in Mail closes its item too, unless a newer message in the thread is still in your mailbox. Undo on the toast brings the item back. Restoring the email from Trash later does not.

On your phone, Action items is a folder on Mailboxes. Triage steps through the items one card at a time with the same four buttons (Snooze, Done, Skip, Archive), or swipe right for Done and left for Archive. Tap a card to open the email and reply from there. An email opened from Action items shows Snooze, Done and Skip above its own Archive, Reply and More, and Archive there closes the item too.

A bookkeeper you have invited in, and a Partner bookkeeper working inside a client's account, can read the items but not change them: their card shows Open only, with no Done, Skip, Snooze or Archive and no swipes.

You get one card per thread: a follow-up email re-points the same card to the newest message (and re-opens it if you'd closed it). When you reply (in HQ or straight from Gmail/Outlook) the card closes itself. To reply with an AI-drafted response, open the email from the card.