System Requirements Document (SRD)

Project Name: sage-agent

1. Introduction

The sage-agent project is designed to streamline email management by identifying and prioritizing important emails for the user, Shikhar Pandey. The system will analyze emails based on sender prioritization, keywords, and urgency, ensuring that Shikhar can focus on what truly matters. The agent will notify the user about important emails through a simple dashboard or app interface.

This document outlines the system requirements for the sage-agent project, providing a comprehensive overview of its functionality, design, and technical specifications.

2. System Overview

The sage-agent system will act as an intelligent email assistant, capable of:

• Reading and analyzing emails from one or multiple email accounts.
• Determining the importance of emails based on predefined criteria such as sender, keywords, and urgency.
• Notifying the user about flagged important emails through a user-friendly dashboard or app.

The system will leverage AI models for natural language processing and prioritization, ensuring high accuracy and adaptability. It will be designed to integrate seamlessly with popular email services and provide a secure, efficient, and intuitive user experience.

3. Functional Requirements

• As a User, I should be able to connect one or multiple email accounts to the sage-agent.
• As a User, I should be able to define criteria for email importance, such as specific senders, keywords, or urgency levels.
• As a User, I should be notified about important emails via a dashboard or app.
• As a User, I should be able to view a list of flagged important emails in the dashboard.
• As a User, I should be able to mark emails as important or not important to improve the agent's accuracy over time.
• As a User, I should be able to customize notification settings (e.g., frequency, channels).
• As a User, I should be able to securely log in to the system and manage my email accounts.

4. User Personas

4.1 Primary User: Shikhar Pandey

• Role: Individual user managing multiple email accounts.
• Goals: Save time by focusing on important emails and reducing inbox clutter.
• Pain Points: Overwhelmed by a large volume of emails, difficulty identifying priority messages.

4.2 Secondary Users (Future Scope):

• Professionals: Individuals managing high volumes of emails for work.
• Small Business Owners: Users managing customer inquiries and business communications.

5. Visuals Colors and Theme

The visual design of sage-agent will focus on clarity, professionalism, and modern aesthetics. Below is the unique color palette for the project:

• Background: #F5F9FF (Soft Sky Blue)
• Surface: #FFFFFF (Pure White)
• Text: #2B2D42 (Deep Charcoal)
• Accent: #3A86FF (Vivid Blue)
• Muted: #A8DADC (Soft Teal)

This palette ensures a clean and calming interface, promoting focus and ease of use.

6. Signature Design Concept

The sage-agent homepage will feature an interactive email galaxy. Users will be greeted with a dynamic, 3D visualization of their email inbox as a constellation of stars. Each star represents an email, with brighter and larger stars indicating higher priority messages.

Key Features:

• Hover Interaction: Hovering over a star reveals a preview of the email's subject and sender.
• Zoom and Pan: Users can zoom in and pan across the galaxy to explore their inbox visually.
• Color Coding: Stars are color-coded based on urgency and importance (e.g., red for urgent, green for informational).
• Micro-Animations: Subtle animations, such as twinkling stars and smooth transitions, create a captivating experience.

This design concept not only makes email management visually engaging but also provides an intuitive way to identify important messages at a glance.

7. Non-Functional Requirements

• Performance: The system should process and analyze emails within 2 seconds of retrieval.
• Scalability: The system should support up to 5 email accounts per user.
• Security: All email data must be encrypted during transmission and storage.
• Availability: The system should maintain 99.9% uptime.
• Usability: The dashboard should be intuitive and require minimal training.

8. Tech Stack

Frontend:

• React for Web

Backend:

• Python
• FastAPI

Database:

• MySQL (with Alembic for migrations)

AI Models:

• GPT 5.4 for user-friendly responses
• Claude 4.6 Opas for email prioritization logic
• Gemini 3.1 Pro for friendly notifications

AI Tools:

• Langchain
• Litellm for LLM Routing

Orchestration:

• Docker
• Kubernetes

9. Assumptions and Constraints

Assumptions:

• Users will have active email accounts with IMAP/SMTP access.
• Users will provide consent for the system to access and analyze their emails.

Constraints:

• The system must comply with data privacy regulations, including GDPR and India’s IT Act.
• The system must operate within a limited budget for initial deployment.

10. Glossary

• IMAP/SMTP: Protocols used for email retrieval and sending.
• LLM (Large Language Model): AI models trained on vast datasets for natural language understanding.
• Dashboard: A user interface that provides an overview of important emails and system settings.
• Encryption: The process of encoding data to protect it from unauthorized access.