> ## Documentation Index
> Fetch the complete documentation index at: https://docs.outzen.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Handle replies

> Work through your Inbox quickly. Approve drafts, take over conversations, and send booking links.

**Open the Inbox, start at "Needs you", and clear it from the top.**

Every row in "Needs you" has one primary action at the bottom of the thread. This page walks through each of them.

## The routine

**1. Open the Inbox**

Sidebar, Inbox. Leave the scope on **Mine** to see your own conversations. Use the channel tabs to narrow to Email, LinkedIn, or WhatsApp.

**2. Start with meeting requests**

Rows tagged **Schedule** are prospects who asked to meet. Open one and click **Send link**. Guhan creates a booking link and sends it in the thread. See [Meetings](https://docs.outzen.ai/meetings/overview.md).

![A meeting request: Schedule waiting, with Send link at the bottom](https://mintcdn.com/outzen/7ircGJHGowAGODBP/images/ib-schedule.png?fit=max\&auto=format\&n=7ircGJHGowAGODBP\&q=85\&s=15cdfe86d745715503ab6f6c85ef5238)

A meeting request: Schedule waiting, with Send link at the bottom

**3. Approve drafts**

Rows tagged **Approve** have a drafted reply waiting. Read it, then click **Approve & send**, or **Edit** to change it first, or **Reject** to discard it.

![A drafted reply waits at the bottom: Edit, Reject or Approve & send](https://mintcdn.com/outzen/7ircGJHGowAGODBP/images/ib-approve.png?fit=max\&auto=format\&n=7ircGJHGowAGODBP\&q=85\&s=38cb9ac630046a5e6cfee93021db86c9)

A drafted reply waits at the bottom: Edit, Reject or Approve & send

**4. Take over the rest**

Rows tagged **Take over** are yours to write. Click **Take over**, then reply in the composer at the bottom.

![A conversation Guhan handed to you: Take over or Assign to](https://mintcdn.com/outzen/7ircGJHGowAGODBP/images/ib-takeover.png?fit=max\&auto=format\&n=7ircGJHGowAGODBP\&q=85\&s=67b52b7af1712f8c8409286550f18bca)

A conversation Guhan handed to you: Take over or Assign to

**5. Acknowledge the FYIs**

Rows tagged **FYI** need no action. Click **Got it** to clear them.

![An FYI conversation: nothing needs sending, just acknowledge it with Got it](https://mintcdn.com/outzen/7ircGJHGowAGODBP/images/ib-fyi.png?fit=max\&auto=format\&n=7ircGJHGowAGODBP\&q=85\&s=bbdcfe8df7280607b165ef28dc46379b)

An FYI conversation: nothing needs sending, just acknowledge it with Got it

## What each button does

> [accordion] Approve & send
>
> Sends the drafted reply from the same sender account that started the conversation. To change the wording first, click **Edit**. The draft opens in the composer, and **Approve & send** sends your version.

> [accordion] Reject
>
> Discards the draft. Nothing is sent.

> [accordion] Take over
>
> Makes the conversation yours and stops every automated sequence running on that same thread and channel. This is deliberate: an automated message arriving in the middle of a human conversation reads as spam. Other channels for the same prospect keep running unless you take those over too.
>
> If you start typing in the composer on a conversation that is not yet assigned to you, the same thing happens.

> [accordion] Assign to
>
> Next to **Take over**. Pick a teammate and the conversation moves to their Inbox, still waiting for them to act.

> [accordion] Send link
>
> On a meeting request. Creates a booking link and sends it in the thread. Needs a connected calendar. See [Calendar integrations](https://docs.outzen.ai/meetings/calendar-integrations.md).

> [accordion] Decide
>
> When Guhan needs a choice from you, each option appears as a button. Hover an option to see why Guhan suggested it. Click one and Guhan carries on with your choice.

> [accordion] Got it
>
> Acknowledges an FYI. No message is sent.

> [accordion] Reopen
>
> On a closed thread. Reopens it so you can reply.

## Keyboard shortcuts

| Key | Action |
| - | - |
| `j` / `k` | Move down or up the list |
| `/` | Jump to search |
| `a` | Open the approve action |
| `t` | Open take over |
| `Cmd` or `Ctrl` + `Enter` | Send from the composer |

## Who sees what

Conversations are tied to the sender account that sent the last message, so they show up for the person who owns that account. **Mine** shows your conversations. Anyone with permission to see every conversation can switch to **Team**.

## If something's off

> [accordion] Approve & send fails
>
> A message explains why. The most common cause is a sender account that needs reconnecting. Fix it under Settings, Sender accounts, then try again. See [Sender accounts](https://docs.outzen.ai/get-started/sender-accounts/overview.md).

> [accordion] The composer tells me to take over first
>
> The conversation is assigned to someone else, or Guhan's sequence is still running on it. Click **Take over** to reply.

> [accordion] Two drafts for the same prospect
>
> If the prospect is in more than one campaign, each can draft a reply. When you send one, the other drafts for the same message are cleared automatically.

## Related

> [card] [Inbox](https://docs.outzen.ai/inbox/overview.md)
>
> How the Inbox is organized.

> [card] [AI reply drafts](https://docs.outzen.ai/inbox/ai-reply-drafts.md)
>
> Reply policy and drafting.

> [card] [Roles and permissions](https://docs.outzen.ai/workspace-settings/roles-and-permissions.md)
>
> Who can see and send what.


This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.