Astro Operations · Inbox Categories

What lands in each category, and who picks it up.

Every email in the operations inbox is automatically labelled with two colours: one tells you who actions it, the other tells you what it’s about. Read the colours, and you know what to expect — no opening required. Making it easy.

How the labelling works

  • Two categories per email. One Lane (who) + one Tag (what). Both show as coloured labels in Outlook.
  • Nothing gets moved. These are categories, not folders — emails stay exactly where they are. Your folders and Quick Steps don’t change.
  • Works everywhere. The colours appear on desktop, web and phone.
  • If it’s wrong, right-click → Categorise and fix it. The system learns from your corrections.
● Lane — who + ● Tag — what
=
e.g. a supplier’s order confirmation → → Joseph + Order / ETA

The Lanes — who actions it

The coloured label. Six possible owners. Each email gets exactly one.

6 lanes
Needs Anton

Anton decides / replies

Anything that needs Anton’s own judgement — a decision, a reply, a negotiation, or sign-off. Supplier follow-up chasing and “where’s my PO?” chases stay here too.

  • Expect to seeA supplier flags a stock shortage or long lead time and needs a call
  • A price change or product substitution that needs sign-off
  • A teammate chasing an ETA for a client
→ Joseph

Joseph handles (purchasing assistant)

Routine purchasing admin Joseph owns from day one — keying orders and ETAs into NetSuite, and preparing quotes & samples. Exceptions still go up to Anton.

  • Expect to seeOrder confirmations & proforma invoices to key in
  • Shipping documents (BL, packing list, commercial invoice) for a PO
  • Quote requests and sample admin to prepare
→ Andrew

Needs someone on the ground

Anything needing a person in the warehouse or with field authority — inwards goods, receiving, physical checks, or dispatch coordination.

  • Expect to seeA goods discrepancy found while unloading
  • Dropship collection details to coordinate
  • An inwards-goods receipt that needs checking
Freight

Freight & forwarders

Operational mail from carriers and forwarders. Its own lane because it’s ~1 in 5 emails — 360 Logistics, Oceanbridge, Tri-Star, Mainfreight, Fliway, DHL.

  • Expect to seeArrival notices & cartage advice
  • Delay alerts on a shipment
  • Fuel-adjustment / surcharge notices
Waiting on Reply

Sent — awaiting a supplier

We’ve emailed a supplier and are waiting to hear back. FollowUpThen reminder bounces land here. The system labels these — it doesn’t chase for you (Anton still uses FollowUpThen).

  • Expect to seeA FollowUpThen reminder bouncing back
  • An outstanding quote or update we’re still waiting on
FYI / Auto-handled

No action needed

Informational or already taken care of. Safe to skim. Nothing here is waiting on you.

  • Expect to seeAutomated invoices, statements & payment advices
  • Calendar acceptances and form notifications
  • Routine confirmations

The Tags — what it’s about

The grey label. The topic of the email, independent of who actions it.

8 tags
Order / ETA

PO confirmations, order acknowledgements, ETAs & shipping dates, ready-to-load notices, and shipping documents.

Freight & Logistics

Carrier & forwarder mail — bookings, arrival & cartage notices, delays, and fuel surcharges.

Quote / Pricing

Price-increase notices, quote requests, freight/shipping quotes, and sample preparation.

Stock / Backorder

Out-of-stocks, backorders, lead times, substitutions, and product defects.

Accounts / Invoice

Invoices, statements of account (SOA), payment advices, and credit/account matters.

Internal Request

An Astro or Berica teammate asking for something — “where’s my PO?”, new-item requests, and forecasts.

Compliance

MPI, food safety, health & safety, certificates, and other regulatory items.

NetSuite System Alert

Automated NetSuite saved-search emails (subjects starting “Search:”). Handled by the system.

Reading it in practice

Two real examples — one lane + one tag each.

GFL Cosmetics
“Appreciate the order — the team will process PO89640 and advise.”
labelled →
→ Joseph Order / ETA
Tri-Star Operations
“Arrival Notice — ASTRO HOSPITALITY — Order No: PO89119.”
labelled →
Freight Freight & Logistics
We’re in shadow mode. The system is labelling so we can check it’s getting things right — it does not move, file, forward or reply to anything. If a colour looks wrong, just re-categorise the email; that’s how it gets smarter. Questions → Anton or Geoff.
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