Reply Ready

1. What Reply Ready is
2. How it works
3. Where it looks
4. The mail index
5. How you know what to trust
6. What it makes
7. Review and send
8. Offline, and Redraft
9. Meetings and free time
10. Models and privacy
11. When it can't
12. Settings
13. Questions
14. Glossary

What Reply Ready is

Reply Ready turns an email that asks for work into a finished reply, with the document already attached, waiting for you to review and send. Veya reads the email, looks in your mail and your workspace docs, finds or makes the document, and drafts the answer. It never sends anything without your click.

When an email asks for something ("send me the Q3 numbers"), Home marks it as a request. The row says in one line what Veya would do, and from where: "Veya will: find or make 'Q3 numbers' from your workspace docs and this thread's attachments, attach it as a PDF, and draft the reply." You click Prepare reply. The result lands on the same row: a draft reply with the file attached. Open the file to rework it if you like. Then Send approves exactly what you saw.

Three promises hold everywhere:

• You approve what goes out. Send freezes the exact message you saw. Any edit during the 10-second hold cancels the send and reopens review.
• Nothing is faked. When a source can't be read or nothing is found, the row says "Can't do — needs X". A miss beats a wrong guess.
• Your sources stay on your Mac. The mail index and your docs are searched locally. Nothing from the email you received is ever sent to a web search.

How it works

Reply Ready runs in seven steps, and only Prepare reply and Send need you. No AI model is called before you click Prepare reply, and none is called while you rework the result.

1. Sorted. Home sorts your inbox. A mail that asks for work becomes a request row, and the same sorting pass works out what is being asked.
2. Proposed. The row says what Veya will do and from which sources, or "Can't do — needs X" when it can't.
3. Prepare reply. Your click starts the run. Veya plans the steps from a fixed set of actions, and each step is checked before it runs. You see each step's progress on the row.
4. Search. Veya looks in the thread and its attachments, your mail, your workspace docs and memory. Every passage it reads is recorded, so every later claim can be checked against what was actually read.
5. Build. It finds an existing doc that answers the ask, or creates one from what it read. It exports the attachment (PDF by default) and drafts the reply around it.
6. Review. The draft and attachment land on the row: "Q3 numbers.pdf · 84 KB · Open doc · Open PDF". Open the doc to edit it, and the attachment updates to match, with no AI call.
7. Send. Send approves exactly what is shown. A 10-second hold with Undo follows. An edit to the reply or the doc during the hold cancels it and reopens review. After sending, Veya checks your Sent folder and shows Sent ✓, or Unknown if it can't confirm.

When the run finishes, a receipts line shows what was made, each item confirmed by reading it back: the doc saved, the attachment's fingerprint, the reply rendered, the mail sent.

Where it looks

A reply to an email uses only your own sources. The web and connected tools are switched off for every Reply Ready run, because the request came from someone else's email, and a stranger's words must never become a web query. When you type a request yourself, more sources are open.

Veya chooses which sources to use from the request. You don't need to pick them.

The mail index

Veya keeps a private, searchable copy of your mail on your Mac, so it can find a message by meaning, not only by exact words: "Q3 numbers" finds "third-quarter revenue". The copy never leaves your Mac. It will be on by default for newly connected accounts, and turning it off deletes the copy at once.

What is stored

The last 12 months of Inbox and Sent, by default. Text only, up to 64 KB per message, split into sections and indexed by words and by meaning, using a small model that runs on your Mac. Plan on roughly 100–150 MB per 10,000 messages.

When it runs

The index builds in the background and never freezes the app. It follows the same rules as photo and document indexing:

A first pass over 10,000 messages needs about 15–20 minutes at full speed. Because it runs mostly while your Mac is plugged in and idle, it may spread across a day.

Staying current

Veya checks for new and deleted mail every 30 seconds. A message you delete or trash is dropped from the index on the next check, text and all. Veya also tells a deleted message apart from one that simply moved out of an indexed folder.

What you'll see

• First connect, a one-time card: "Veya is making a private, searchable copy of your mail on this Mac. Last 12 months of Inbox and Sent. It never leaves this Mac, and it runs when your Mac is plugged in and idle." Actions: Turn off (deletes the copy) · Settings.
• Progress, on the System card: "Mail search: 4,200 of 9,800 messages ready · continues when plugged in". When it's done, once: "Mail search ready · 9,800 messages".
• Paused: "Mail indexing paused — on battery. Plug in to continue." or "Mail indexing paused — Mac is too warm."
• Turning it off: "Turn off mail search? Veya deletes its copy of your mail from this Mac now. You can turn it back on later; it rebuilds." Pause is different: it keeps the copy and stops updating it.

How you know what to trust

Every quote Veya cites is checked against the text it actually read. The marks tell you how far to rely on it:

After a search, a short note says how complete it was. It always tells you what is true, and offers the step that closes the gap:

Veya never says "nothing exists" when it only means "I didn't find it". A partial search is labelled partial.

What it makes

The deliverable is always a draft reply. What gets attached depends on the ask:

• An existing doc. If one of your docs already answers the ask, Veya attaches it. When you rework it, Veya edits a working copy first, so your original is never changed by accident.
• A new doc. Veya writes one from what it read, and refuses to write one when it has read nothing to write from.
• A spreadsheet or a deck, from the same sources, for example a table of receipts found in your mail.

Loss notes. Some formats can't hold everything: a CSV keeps one sheet tab, and Markdown drops highlights. When an export loses something, the row lists exactly what was left out, so nothing disappears silently. A kind of page Veya can't export as a file is refused with a reason, never sent as a near-empty file.

Review and send

• What you see is what is sent. Send approves the exact message on screen: the reply, the attachment and the rendered email. If anything differs at the last moment, the send stops.
• 10-second hold. Every send waits 10 seconds with Undo. Editing the reply or the attached doc during the hold cancels it and reopens review.
• Confirmed, not assumed. After sending, Veya reads your Sent folder back. Sent ✓ means it found the message. Unknown means it could not confirm, and Veya says so rather than guessing.
• Rework without starting over. Edit the reply, open and edit the doc, or refresh the attachment. Each change re-renders the email by code, with no new AI run.

Send is blocked when the attachment changed after you approved it, when the doc was edited during the hold, or when the draft came from an offline copy and hasn't been redrafted.

Offline, and Redraft

Before Veya uses a hit from your mail index, it asks the mail server whether that message still exists, unchanged. Offline, it can't ask. It still answers from your Mac's copy, but it marks those quotes ⚠ offline copy, synced 2h ago and never gives them ✓.

• A draft built from offline hits is stamped "Drafted offline at 14:05", with a Redraft now button.
• Redraft is your choice. Nothing reruns automatically when you reconnect. Redraft runs the same request again, fresh and online, and every hit is checked against the server, so the redraft is the verification. The button is disabled while you're offline, and asks first if you've edited the draft.
• Send waits for a redraft. An offline draft can't be sent until it is redrafted: "Drafted from your offline copy — redraft before sending." A message deleted while you were offline can never slip into a sent reply.
• The index heals itself. Within about 30 seconds of reconnecting, Veya catches up on deletions and drops those messages from the copy.

Meetings and free time

Veya offers free times only from a calendar it can confirm is current: a connected Google calendar today. Without one, the reply asks the sender for times instead. Veya won't fill in placeholder slots, hold times, or guess. When connecting a calendar would help, the row offers one action: connect it.

Models and privacy

• On your Mac: the mail index, your docs, workspace search, memory, the indexing model, and every check described above.
• The drafting model is the one you choose in Veya.
• Never sent anywhere: the words of an email you received never reach a web search or a connected tool.
• Accounts: Gmail and IMAP mail accounts. The index keeps each account separate.

When it can't

"Can't do" is a real answer, not an error. The row names what's missing and the one action that fixes it:

• A source can't be read, such as an attachment Veya can't open: the row says "Can't do" and names the source it needs.
• No doc matches: Veya says it found no match, rather than attaching a near miss. It can create a doc from the thread instead.
• "Prepare again": the row changed while the run was finishing, for example a new reply arrived. Nothing was half-applied.

Veya never fills a gap with an invented source, an invented number, or a document written from nothing.

Settings

Questions

Does Veya ever send without me?

No. Every Reply Ready run stops at the review card. Send is your click, followed by a 10-second hold you can undo.

What if the email asks Veya to do something harmful?

The sender's words are treated as data, never as instructions. A Reply Ready run can't reach the web or connected tools, and every step is checked before it runs.

I deleted an email. Can Veya still quote it?

Online, no: every hit is checked against the server before it's used, and deleted mail is dropped. Offline, a quote may come from your Mac's copy, but it's marked ⚠ and the draft can't be sent until you redraft online.

Why does a search say "previews only"?

The server search returns short previews, not whole messages. Turning on mail search lets Veya read full text.

Will indexing slow down my Mac?

It runs at full speed only when your Mac is plugged in and idle, slows while you work, and pauses on battery.

How do I remove Veya's copy of my mail?

Turn off mail search in Settings. The copy is deleted at once.

Glossary

Request

An email that asks you for work, shown as a row on Home.

Prepare reply

Your click that runs Reply Ready on a request. Nothing paid runs before it.

Draft

The reply Veya prepares, with its attachment, waiting for your review.

Receipts

The line that lists what a run made, each item confirmed by reading it back.

✓ / ⚠

Whether a quote matches text Veya actually read (✓), or could not be checked (⚠).

Coverage note

The short note after a search saying how complete it was.

Mail index

The private, searchable copy of your mail on your Mac.

Loss note

What an export format couldn't keep, listed on the row.

Redraft

Run the same request again, fresh and online, replacing a draft made from an offline copy.

Hold

The 10 seconds after Send when you can still Undo.