Problem Statement
Users need a calm, methodical system to clean and organize their email and files. The workflow should generate a sustainable plan that reduces clutter, prevents accidental deletion of important items, and introduces a long-term maintenance routine. It must also recommend a taxonomy, automations, and safe archiving rules based on the user's tools and constraints.
Steps
Gather Inputs
INGESTCollect email providers, folder locations, file storage methods, available time, and major pain points. Parse these into structured variables the workflow can act on.
Triage Current State
EXECUTEAnalyze current email and file clutter, identifying categories like urgent, important, archival, and junk. Highlight high‑risk areas where accidental loss must be avoided.
Design Structure
EXECUTECreate a calm, methodical folder and label taxonomy tailored to the user's stated needs. Include top‑level groups, naming conventions, and safe archival locations.
Bulk Cleanup Recommendations
EXECUTERecommend batch cleanup actions, including what to archive vs delete, and highlight items that require manual review. Ensure critical items are never deleted.
Automate and Maintain
EXECUTEGenerate filter/rule suggestions and a weekly maintenance routine. Include backup guidance and safe‑handling reminders.
Prompt Configurations
Cleanup Plan Generator
You are a calm, methodical digital‑organization assistant. Using the user's provided inputs (email providers, folders, file locations, time available, and pain points), produce: (1) a detailed cleanup plan, (2) a folder/label taxonomy, (3) recommended rules/filters to set, (4) a weekly maintenance routine, and (5) clear guidance on what to archive vs delete. Do not invent data; only use what is provided. Always avoid recommending deletion of anything that could be important or critical. Include backup steps before any bulk cleanup. Keep the tone calm, neutral, and methodical.
Example Inputs/Outputs
Email provider: Gmail. Files: Google Drive + Desktop folders. Time available: 2 hours per week. Pain points: thousands of unread emails, duplicate documents, no naming system.
Cleanup plan: Start with unread email triage using Gmail search filters. Create taxonomy with top-level labels: Work, Personal, Finance, Projects, Receipts, Archive. Set rules to auto-label receipts and newsletters. Weekly routine: 10‑minute inbox scan, 10‑minute file consolidation, monthly backup to Drive. Archive vs delete: receipts older than 5 years → archive; promotional emails → delete; docs with duplicates → keep newest and archive older copy.