As you work, you'll notice your AI Rolodex begins to populate with the people you interact with.
This isn't magic - it's your AI Executive Secretary intelligently identifying relevant contacts from your daily workflow.
This process is designed to act just like a human assistant would: it pays attention to who you're genuinely engaging with and avoids cluttering your network with irrelevant entries.
This article explains the simple, powerful rules behind this automatic process.
The Core Principle: Focusing on Your External Network
First and foremost, Klipy is designed to build your external relationship network.
By default, it will not create Rolodex entries for your immediate teammates - anyone who shares your company's email domain (@yourcompany.com) or is already part of your Klipy workspace.
This ensures your Rolodex remains focused on clients, partners, and prospects, not your internal directory.
How Contacts are Created from Your Emails
Klipy analyzes your email activity in real-time to identify new, relevant contacts. The logic is based on direct interaction:
When you receive an email: Klipy identifies the sender in the
From:field as a potential new contact.When you send an email: Klipy identifies recipients in the
To:andCC:fields as potential new contacts.
This process happens continuously, so as you communicate with new people, they are seamlessly added to your Rolodex, ready for the first interaction to be logged.
How Contacts are Created from Your Calendar
Your calendar is a clear signal of who you are planning to build a relationship with. Klipy uses your meeting schedule to proactively populate your Rolodex.
The rule is simple: when you accept a meeting invitation, Klipy will automatically create Rolodex profiles for all other participants on the invite list. This includes both required and optional attendees, regardless of whether they have accepted the meeting yet.
This ensures that everyone you're scheduled to meet is already in your Rolodex before the meeting begins, giving you a chance to review their profile and any past interactions.
How Klipy Keeps Your Rolodex Clean: The Smart Filters
A key part of building a useful network is knowing what to exclude. Klipy uses a multi-layered filtering system to ensure your Rolodex isn't filled with noise, spam, or automated messages.
Ignoring System-Generated Addresses: Klipy automatically ignores common, non-human email formats. Addresses containing terms like
no-reply@,donotreply@, ornotification@are skipped, preventing clutter from automated systems.Respecting Your Actions: Klipy respects the decisions you've already made. If you have moved an email to your Trash or Spam folder, Klipy will not process it or create contacts from it.
Identifying Meaningful Conversations: Klipy's AI is smart enough to gauge whether an email is part of a real conversation. It is trained to ignore messages that don't add value, such as:
Simple, one-word confirmations (e.g., "Thanks," "Yes," "Got it").
Forwarded emails that have no additional message from you.
Obvious junk mail, cold marketing pitches, or potential phishing attempts.
These filters work together to ensure that when a new contact appears in your AI Rolodex, it's because they are a person you are actively and meaningfully engaging with.
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