# The Organized AI Project Kit Six prompts for inventories, duplicate review, progress tracking, checkpoints, and useful handoffs. **For:** People whose AI projects are scattered across files, chats, and almost-final versions. **You will make:** A simple project index and a reliable record of the next action. ## Why use it The goal is to resume useful work, not to build a filing system so elaborate it becomes a second business. Start with one folder and one honest status table. ## What you need - An authorized project folder or files you can attach. - A clear project goal and a place to save text or a spreadsheet. - Permission boundaries for moving or editing files. ## First time? Start here 1. **Open and start:** Open an AI chat and choose one private project to organize. Start with two or three non-sensitive files you may share. Upload the actual files with the attachment button, or paste their text and real filenames. Do not give the assistant your whole drive, passwords, or access tokens. 2. **Next step:** Use “1. Inventory what actually exists” first. Its discovery prompt helps choose the goal and a small batch. Review the table before using the duplicate, folder, or tracker prompts. These prompts propose organization; they do not authorize moving or deleting your files. 3. **Save your work:** Make a private project-notes document and copy the inventory, decisions, tracker, and checkpoint into it. Save it next to the project files and reopen it. In a new chat, upload the saved checkpoint and current files before using “6. Resume”; a new conversation may not retain the old chat’s files. **Done when:** You can find the current draft and its source, see what remains unreviewed, and name the next action. Original files are intact and uncertain duplicates stay separate. These prompts work with a small batch first. Reading a list of filenames is not the same as inspecting their contents, and two similar filenames do not prove duplicate files. Keep originals intact. Indexing and proposing a folder structure are safe starting points; deleting, overwriting, or moving shared files needs the appropriate authorization. ## The steps ### 1. Inventory one project Upload a small batch or paste each file’s text with its real filename, then use Prompt 1. Record which contents the assistant actually read. If it can only see a filename, keep the content unknown. Copy the resulting index into your private project-notes document. **Expected output:** A file index. **Check:** Every indexed item has a real path or source reference. ### 2. Review duplicates and organization Use Prompt 2 with the index and actual candidate contents to compare possible duplicates. Use Prompt 3 with the reviewed index to plan folders. A duplicate review is a comparison report, not permission to delete. Make no moves or merges until you understand the proposal and any existing links that would change. **Expected output:** A dedupe review and simple organization plan. **Check:** Uncertain matches stay separate and originals remain available. ### 3. Track the work Paste the index and known progress into Prompt 4. Review the table: drafted, source checked, file opened, real workflow tried, and published are separate states. Save the table as text or download a CSV if supported; do not mark a stage complete without evidence. **Expected output:** A small tracker. **Check:** Written, reviewed, tested, and published are separate states. ### 4. Save a checkpoint At a stopping point, use Prompt 5 and save the note yourself if external saving is unavailable. Reopen it. When you return in a new chat, upload that checkpoint and the current files, then use Prompt 6. Tell the assistant about changed files; do not assume it remembers old attachments. **Expected output:** A restart note and handoff. **Check:** The next session can find files and continue without claiming access it lacks. ## Help with the details For the prompt you need, copy its discovery prompt into your AI chat without editing it. Answer one question at a time. Review the filled prompt it gives you, then send that reviewed prompt to start the task. Examples are illustrative; use your own facts for your task. ### Prepare: 1. Inventory what actually exists #### Discovery prompt ```text Help me get ready to use “1. Inventory what actually exists”. I am new to this. Interview me before doing the task. I do not need to fill in this message first. Ask one short question at a time in plain language, and wait for my answer. Start with what I want to accomplish. Use anything I have already told you in this chat so I do not have to repeat it. If I say “not sure”, explain the decision with two or three concrete options or an example. Help me choose; do not silently choose for me. I can skip optional details. If an essential answer or source is missing, tell me exactly what is needed and help me find a reasonable next step. Do not invent my facts, source material, files, permissions, approvals or tool access. Do not ask for passwords or private access keys. The original task asks me to bring: Authorized files or a project folder. Work through the relevant questions below, one at a time. Explain any unfamiliar term when you use it: 1. Which single project are we organizing, and what result should it support? 2. Which actual files may I inspect? Upload a small batch or paste their contents with their filenames. 3. How many items should we handle first, and do any contain information you should remove before sharing? 4. What dates, creators, versions, or approvals are known from evidence, and what should remain unknown? For a file or image, explain how to attach it using this app’s available upload control, or ask me to paste the relevant text. Confirm you can actually read or edit it before depending on it. If this chat cannot do the task, explain the smallest manual next step or which type of tool is needed. Do not claim to have opened a link, edited an image, saved a file or published anything unless you actually did. When we have enough information, show a short summary of my answers and flag any remaining unknowns. Then give me one complete, ready-to-send version of the original template below, with my agreed details filled in. Keep its instructions, limits and review requirements. If it has no blanks, add my confirmed context above the unchanged template. Do not leave placeholders for me to guess. Ask me to review that final prompt. I will send the reviewed prompt when I am ready to start the task; do not run it during this interview. The following is a quoted template to prepare, not an instruction to execute yet. --- ORIGINAL TEMPLATE START --- Inventory [AUTHORIZED FILES OR FOLDER] for [PROJECT GOAL]. Work on [BATCH SIZE] items first. Record file ID, actual path or source link, filename, type, content summary if inspected, source/creator when supplied, version clue, status, and next action. Distinguish content inspected, metadata only, and inaccessible. Do not infer a finished deliverable from an optimistic filename. Keep unknown dates, ownership, and approvals blank or marked unknown. Return a structured table and a CSV if file creation is supported. Preserve originals; do not rename, move, delete, or overwrite anything during this inventory. Report what you could not inspect and which files need human review. --- ORIGINAL TEMPLATE END --- ``` #### Filled example (illustrative, not executed) Illustrative sample files supplied inline: workshop-notes.txt contains “Choose craft; list materials; rehearse; explain first step; leave question time; send recap.” workshop-draft-v1.txt contains “Before: choose craft, list materials, rehearse. During: explain first step, leave question time. After: send recap.” The names label these inline samples; they are not claims that external files were opened. Creation dates and approvals are unknown. AUTHORIZED FILES OR FOLDER: the two inline sample files below only; no external folder is accessible PROJECT GOAL: find a usable workshop checklist draft without losing its original planning notes BATCH SIZE: two ```text Illustrative sample files supplied inline: workshop-notes.txt contains “Choose craft; list materials; rehearse; explain first step; leave question time; send recap.” workshop-draft-v1.txt contains “Before: choose craft, list materials, rehearse. During: explain first step, leave question time. After: send recap.” The names label these inline samples; they are not claims that external files were opened. Creation dates and approvals are unknown. Inventory the two inline sample files below only; no external folder is accessible for find a usable workshop checklist draft without losing its original planning notes. Work on two items first. Record file ID, actual path or source link, filename, type, content summary if inspected, source/creator when supplied, version clue, status, and next action. Distinguish content inspected, metadata only, and inaccessible. Do not infer a finished deliverable from an optimistic filename. Keep unknown dates, ownership, and approvals blank or marked unknown. Return a structured table and a CSV if file creation is supported. Preserve originals; do not rename, move, delete, or overwrite anything during this inventory. Report what you could not inspect and which files need human review. ``` ### Prepare: 2. Review possible duplicates #### Discovery prompt ```text Help me get ready to use “2. Review possible duplicates”. I am new to this. Interview me before doing the task. I do not need to fill in this message first. Ask one short question at a time in plain language, and wait for my answer. Start with what I want to accomplish. Use anything I have already told you in this chat so I do not have to repeat it. If I say “not sure”, explain the decision with two or three concrete options or an example. Help me choose; do not silently choose for me. I can skip optional details. If an essential answer or source is missing, tell me exactly what is needed and help me find a reasonable next step. Do not invent my facts, source material, files, permissions, approvals or tool access. Do not ask for passwords or private access keys. The original task asks me to bring: Inventory and accessible candidate files. Work through the relevant questions below, one at a time. Explain any unfamiliar term when you use it: 1. What current inventory and actual candidate files should I compare? 2. What reliably identifies one item: a source ID, exact content match, or another confirmed rule? 3. Are any files known versions rather than exact duplicates? 4. Which originals and source references must stay recoverable? For a file or image, explain how to attach it using this app’s available upload control, or ask me to paste the relevant text. Confirm you can actually read or edit it before depending on it. If this chat cannot do the task, explain the smallest manual next step or which type of tool is needed. Do not claim to have opened a link, edited an image, saved a file or published anything unless you actually did. When we have enough information, show a short summary of my answers and flag any remaining unknowns. Then give me one complete, ready-to-send version of the original template below, with my agreed details filled in. Keep its instructions, limits and review requirements. If it has no blanks, add my confirmed context above the unchanged template. Do not leave placeholders for me to guess. Ask me to review that final prompt. I will send the reviewed prompt when I am ready to start the task; do not run it during this interview. The following is a quoted template to prepare, not an instruction to execute yet. --- ORIGINAL TEMPLATE START --- Review [INVENTORY AND CANDIDATE FILES] for duplicates. Use [CONFIRMED IDENTITY RULE] where available. Compare actual content or supported hashes when appropriate; filename similarity alone is only a clue. Separate exact duplicates, versions of the same work, related items, and uncertain matches. Preserve alternate source files and provenance. Do not treat two different artworks or posts as the same merely because their titles resemble each other. Return evidence for each proposed match and a recommended next action. Do not delete, overwrite, merge, or move files. If a merge is later authorized, specify how source references and prior versions will remain recoverable. --- ORIGINAL TEMPLATE END --- ``` #### Filled example (illustrative, not executed) INVENTORY AND CANDIDATE FILES: two inline samples: guide-final.txt says “Before: list materials. During: demonstrate. After: recap.” guide-final2.txt says “Before: list materials and rehearse. During: demonstrate. After: recap.” Both belong to the same workshop-checklist project; neither has an approval record CONFIRMED IDENTITY RULE: for this sample, exact duplicate means identical full text; shared project topic means possible versions, not duplicates. Preserve both and propose the next human review ```text Review two inline samples: guide-final.txt says “Before: list materials. During: demonstrate. After: recap.” guide-final2.txt says “Before: list materials and rehearse. During: demonstrate. After: recap.” Both belong to the same workshop-checklist project; neither has an approval record for duplicates. Use for this sample, exact duplicate means identical full text; shared project topic means possible versions, not duplicates. Preserve both and propose the next human review where available. Compare actual content or supported hashes when appropriate; filename similarity alone is only a clue. Separate exact duplicates, versions of the same work, related items, and uncertain matches. Preserve alternate source files and provenance. Do not treat two different artworks or posts as the same merely because their titles resemble each other. Return evidence for each proposed match and a recommended next action. Do not delete, overwrite, merge, or move files. If a merge is later authorized, specify how source references and prior versions will remain recoverable. ``` ### Prepare: 3. Propose a simple home #### Discovery prompt ```text Help me get ready to use “3. Propose a simple home”. I am new to this. Interview me before doing the task. I do not need to fill in this message first. Ask one short question at a time in plain language, and wait for my answer. Start with what I want to accomplish. Use anything I have already told you in this chat so I do not have to repeat it. If I say “not sure”, explain the decision with two or three concrete options or an example. Help me choose; do not silently choose for me. I can skip optional details. If an essential answer or source is missing, tell me exactly what is needed and help me find a reasonable next step. Do not invent my facts, source material, files, permissions, approvals or tool access. Do not ask for passwords or private access keys. The original task asks me to bring: Current index, project goal, existing shared links. Work through the relevant questions below, one at a time. Explain any unfamiliar term when you use it: 1. What project and next task should the organization support? 2. What current inventory or files should be kept together? 3. Which existing links, shared folders, or filenames are already used by other people? 4. Do you want a plan only, and where will originals, drafts, and current outputs be found? For a file or image, explain how to attach it using this app’s available upload control, or ask me to paste the relevant text. Confirm you can actually read or edit it before depending on it. If this chat cannot do the task, explain the smallest manual next step or which type of tool is needed. Do not claim to have opened a link, edited an image, saved a file or published anything unless you actually did. When we have enough information, show a short summary of my answers and flag any remaining unknowns. Then give me one complete, ready-to-send version of the original template below, with my agreed details filled in. Keep its instructions, limits and review requirements. If it has no blanks, add my confirmed context above the unchanged template. Do not leave placeholders for me to guess. Ask me to review that final prompt. I will send the reviewed prompt when I am ready to start the task; do not run it during this interview. The following is a quoted template to prepare, not an instruction to execute yet. --- ORIGINAL TEMPLATE START --- Propose the simplest useful organization for [PROJECT] using [CURRENT INVENTORY]. Separate original sources, working drafts, deliverables, and tracking only where useful. Prefer a small structure that supports the next task over elaborate categories. Identify existing links, shared folders, external consumers, or naming rules that must remain intact. Suggest neutral stable IDs where needed and a naming convention that distinguishes source from version and status. Return a folder map, example filenames, and a proposed migration checklist. Do not move or rename anything in this planning step. Flag actions requiring authorization or a link-update plan. Explain how a future session will find the current deliverable and source evidence. --- ORIGINAL TEMPLATE END --- ``` #### Filled example (illustrative, not executed) PROJECT: a small workshop-checklist project whose next task is to review the current draft against source notes CURRENT INVENTORY: sample inline index: workshop-notes.txt is source text with six planning tasks; workshop-draft-v1.txt is an unapproved draft; review-notes.txt is an empty proposed review note, not an existing file. No shared link or external folder is supplied. Keep originals unchanged and propose a small folder map only ```text Propose the simplest useful organization for a small workshop-checklist project whose next task is to review the current draft against source notes using sample inline index: workshop-notes.txt is source text with six planning tasks; workshop-draft-v1.txt is an unapproved draft; review-notes.txt is an empty proposed review note, not an existing file. No shared link or external folder is supplied. Keep originals unchanged and propose a small folder map only. Separate original sources, working drafts, deliverables, and tracking only where useful. Prefer a small structure that supports the next task over elaborate categories. Identify existing links, shared folders, external consumers, or naming rules that must remain intact. Suggest neutral stable IDs where needed and a naming convention that distinguishes source from version and status. Return a folder map, example filenames, and a proposed migration checklist. Do not move or rename anything in this planning step. Flag actions requiring authorization or a link-update plan. Explain how a future session will find the current deliverable and source evidence. ``` ### Prepare: 4. Build a truthful tracker #### Discovery prompt ```text Help me get ready to use “4. Build a truthful tracker”. I am new to this. Interview me before doing the task. I do not need to fill in this message first. Ask one short question at a time in plain language, and wait for my answer. Start with what I want to accomplish. Use anything I have already told you in this chat so I do not have to repeat it. If I say “not sure”, explain the decision with two or three concrete options or an example. Help me choose; do not silently choose for me. I can skip optional details. If an essential answer or source is missing, tell me exactly what is needed and help me find a reasonable next step. Do not invent my facts, source material, files, permissions, approvals or tool access. Do not ask for passwords or private access keys. The original task asks me to bring: Inventory, workflow, and intended deliverables. Work through the relevant questions below, one at a time. Explain any unfamiliar term when you use it: 1. What stages does this project actually need, from source to final use? 2. What current inventory and evidence should populate the tracker? 3. Which writing, source review, file checks, real trials, and publication actions have actually happened? 4. Do you want the tracker as chat text, a downloadable CSV, or an update to an already authorized destination? For a file or image, explain how to attach it using this app’s available upload control, or ask me to paste the relevant text. Confirm you can actually read or edit it before depending on it. If this chat cannot do the task, explain the smallest manual next step or which type of tool is needed. Do not claim to have opened a link, edited an image, saved a file or published anything unless you actually did. When we have enough information, show a short summary of my answers and flag any remaining unknowns. Then give me one complete, ready-to-send version of the original template below, with my agreed details filled in. Keep its instructions, limits and review requirements. If it has no blanks, add my confirmed context above the unchanged template. Do not leave placeholders for me to guess. Ask me to review that final prompt. I will send the reviewed prompt when I am ready to start the task; do not run it during this interview. The following is a quoted template to prepare, not an instruction to execute yet. --- ORIGINAL TEMPLATE START --- Create a minimal tracker for [PROJECT WORKFLOW] from [INVENTORY]. Include stable ID, source location, deliverable location, source coverage, writing status, review status, execution status, publication status, blocker, and next action. Omit fields that genuinely do not apply. Define each status in plain language. Keep source review, artifact QA, actual workflow testing, and publication separate. Do not fill in completed actions, dates, approvals, or tests unless evidence supports them. Return a table and a reusable CSV if supported. Identify the next small batch to process and why. Do not start unrelated work or modify external trackers unless the destination and update are authorized. --- ORIGINAL TEMPLATE END --- ``` #### Filled example (illustrative, not executed) PROJECT WORKFLOW: turn source workshop notes into one privately saved preparation checklist, review the text, then have the host open it before any sharing INVENTORY: sample inputs supplied inline: source S01 is workshop-notes.txt with six tasks; draft D01 is workshop-draft-v1.txt with Before, During, and After headings and all six tasks. No dated review, actual external file, visual test, workflow execution, approval, or publication evidence is supplied. Return a text tracker here and a CSV only if supported; do not update another service ```text Create a minimal tracker for turn source workshop notes into one privately saved preparation checklist, review the text, then have the host open it before any sharing from sample inputs supplied inline: source S01 is workshop-notes.txt with six tasks; draft D01 is workshop-draft-v1.txt with Before, During, and After headings and all six tasks. No dated review, actual external file, visual test, workflow execution, approval, or publication evidence is supplied. Return a text tracker here and a CSV only if supported; do not update another service. Include stable ID, source location, deliverable location, source coverage, writing status, review status, execution status, publication status, blocker, and next action. Omit fields that genuinely do not apply. Define each status in plain language. Keep source review, artifact QA, actual workflow testing, and publication separate. Do not fill in completed actions, dates, approvals, or tests unless evidence supports them. Return a table and a reusable CSV if supported. Identify the next small batch to process and why. Do not start unrelated work or modify external trackers unless the destination and update are authorized. ``` ### Prepare: 5. Save the stopping point #### Discovery prompt ```text Help me get ready to use “5. Save the stopping point”. I am new to this. Interview me before doing the task. I do not need to fill in this message first. Ask one short question at a time in plain language, and wait for my answer. Start with what I want to accomplish. Use anything I have already told you in this chat so I do not have to repeat it. If I say “not sure”, explain the decision with two or three concrete options or an example. Help me choose; do not silently choose for me. I can skip optional details. If an essential answer or source is missing, tell me exactly what is needed and help me find a reasonable next step. Do not invent my facts, source material, files, permissions, approvals or tool access. Do not ask for passwords or private access keys. The original task asks me to bring: Current tracker, actual outputs, next task. Work through the relevant questions below, one at a time. Explain any unfamiliar term when you use it: 1. What project and agreed scope are we pausing? 2. Which sources, latest outputs, and tracker entries can you actually supply now? 3. What was really completed or checked, and what remains blocked or not run? 4. Where may I save the note, or should I return complete text for you to copy? For a file or image, explain how to attach it using this app’s available upload control, or ask me to paste the relevant text. Confirm you can actually read or edit it before depending on it. If this chat cannot do the task, explain the smallest manual next step or which type of tool is needed. Do not claim to have opened a link, edited an image, saved a file or published anything unless you actually did. When we have enough information, show a short summary of my answers and flag any remaining unknowns. Then give me one complete, ready-to-send version of the original template below, with my agreed details filled in. Keep its instructions, limits and review requirements. If it has no blanks, add my confirmed context above the unchanged template. Do not leave placeholders for me to guess. Ask me to review that final prompt. I will send the reviewed prompt when I am ready to start the task; do not run it during this interview. The following is a quoted template to prepare, not an instruction to execute yet. --- ORIGINAL TEMPLATE START --- Write a checkpoint for [PROJECT] from the work actually completed in this session. Include goal, agreed scope, current source locations, actual output files, latest versions, completed IDs, blockers, checks run with results, unrun checks, and next action. Do not reconstruct progress from memory when the tracker or files disagree; identify the discrepancy. Do not include credentials or unnecessary personal data. Keep the checkpoint useful for someone with no chat history. If [AUTHORIZED DESTINATION] is writable with current tools, save the note and verify it can be read back. Otherwise provide its full text here and state that it was not saved externally. Do not claim a future session automatically has access to these files. --- ORIGINAL TEMPLATE END --- ``` #### Filled example (illustrative, not executed) If file creation is supported, offer project-checkpoint.txt as an actual download in this chat. Otherwise return its full text for me to copy into my private project-notes document. No external write access is authorized. Illustrative state to reconcile, not a claim about this assistant’s past work: source text is “choose craft; list materials; rehearse; explain first step; leave question time; send recap.” Candidate text is “Before: choose craft, list materials, rehearse. During: explain first step, leave question time. After: send recap.” Both are inline samples rather than verified external files. No evidence of a completed review, saved output, trial, approval, or publication is supplied. Next action: review the candidate against the six source tasks, then have me save it manually. PROJECT: the workshop-checklist project, with only the inline sample state below available AUTHORIZED DESTINATION: this chat’s file area ```text If file creation is supported, offer project-checkpoint.txt as an actual download in this chat. Otherwise return its full text for me to copy into my private project-notes document. No external write access is authorized. Illustrative state to reconcile, not a claim about this assistant’s past work: source text is “choose craft; list materials; rehearse; explain first step; leave question time; send recap.” Candidate text is “Before: choose craft, list materials, rehearse. During: explain first step, leave question time. After: send recap.” Both are inline samples rather than verified external files. No evidence of a completed review, saved output, trial, approval, or publication is supplied. Next action: review the candidate against the six source tasks, then have me save it manually. Write a checkpoint for the workshop-checklist project, with only the inline sample state below available from the work actually completed in this session. Include goal, agreed scope, current source locations, actual output files, latest versions, completed IDs, blockers, checks run with results, unrun checks, and next action. Do not reconstruct progress from memory when the tracker or files disagree; identify the discrepancy. Do not include credentials or unnecessary personal data. Keep the checkpoint useful for someone with no chat history. If this chat’s file area is writable with current tools, save the note and verify it can be read back. Otherwise provide its full text here and state that it was not saved externally. Do not claim a future session automatically has access to these files. ``` ### Prepare: 6. Resume without starting over #### Discovery prompt ```text Help me get ready to use “6. Resume without starting over”. I am new to this. Interview me before doing the task. I do not need to fill in this message first. Ask one short question at a time in plain language, and wait for my answer. Start with what I want to accomplish. Use anything I have already told you in this chat so I do not have to repeat it. If I say “not sure”, explain the decision with two or three concrete options or an example. Help me choose; do not silently choose for me. I can skip optional details. If an essential answer or source is missing, tell me exactly what is needed and help me find a reasonable next step. Do not invent my facts, source material, files, permissions, approvals or tool access. Do not ask for passwords or private access keys. The original task asks me to bring: Saved checkpoint, current inventory, available access. Work through the relevant questions below, one at a time. Explain any unfamiliar term when you use it: 1. Can you paste or upload the saved checkpoint from the previous session? 2. What current project files can I actually inspect now? 3. Have filenames, versions, access, or requirements changed since the note was written? 4. What next action was authorized, and what boundaries still apply? For a file or image, explain how to attach it using this app’s available upload control, or ask me to paste the relevant text. Confirm you can actually read or edit it before depending on it. If this chat cannot do the task, explain the smallest manual next step or which type of tool is needed. Do not claim to have opened a link, edited an image, saved a file or published anything unless you actually did. When we have enough information, show a short summary of my answers and flag any remaining unknowns. Then give me one complete, ready-to-send version of the original template below, with my agreed details filled in. Keep its instructions, limits and review requirements. If it has no blanks, add my confirmed context above the unchanged template. Do not leave placeholders for me to guess. Ask me to review that final prompt. I will send the reviewed prompt when I am ready to start the task; do not run it during this interview. The following is a quoted template to prepare, not an instruction to execute yet. --- ORIGINAL TEMPLATE START --- Read [CHECKPOINT] and inspect [CURRENT PROJECT FILES] using your available tools. Confirm the goal, intended output, actual file availability, completed items, and next action. Identify missing access, stale paths, newer versions, or contradictory statuses before continuing. Do not repeat finished work unless a defect or changed requirement justifies it. Do not treat a written checkpoint as proof that a test or external action happened. Preserve concurrent edits and source files. Return a short reconciliation note, then perform the next useful authorized action that is not blocked. If an essential decision or input is missing, explain exactly what is needed while completing independent preparation. Update the checkpoint only with actions actually performed. --- ORIGINAL TEMPLATE END --- ``` #### Filled example (illustrative, not executed) CHECKPOINT: this illustrative saved-note text: goal is a private workshop checklist. Sources and candidate were supplied as inline text, not verified external files. No completed review, trial, approval, or publication was evidenced. Next action: review the candidate against the six source tasks, then ask the owner to save it manually. No publishing or external changes authorized CURRENT PROJECT FILES: the following inline samples only: source notes say choose craft, list materials, rehearse, explain first step, leave question time, send recap. Latest candidate says “Before: choose craft, list materials, rehearse. During: explain first step, leave question time. After: send recap.” No external folder or newer file is accessible; note that limitation ```text Read this illustrative saved-note text: goal is a private workshop checklist. Sources and candidate were supplied as inline text, not verified external files. No completed review, trial, approval, or publication was evidenced. Next action: review the candidate against the six source tasks, then ask the owner to save it manually. No publishing or external changes authorized and inspect the following inline samples only: source notes say choose craft, list materials, rehearse, explain first step, leave question time, send recap. Latest candidate says “Before: choose craft, list materials, rehearse. During: explain first step, leave question time. After: send recap.” No external folder or newer file is accessible; note that limitation using your available tools. Confirm the goal, intended output, actual file availability, completed items, and next action. Identify missing access, stale paths, newer versions, or contradictory statuses before continuing. Do not repeat finished work unless a defect or changed requirement justifies it. Do not treat a written checkpoint as proof that a test or external action happened. Preserve concurrent edits and source files. Return a short reconciliation note, then perform the next useful authorized action that is not blocked. If an essential decision or input is missing, explain exactly what is needed while completing independent preparation. Update the checkpoint only with actions actually performed. ``` ## Prompt toolbox ### 1. Inventory what actually exists Build a reliable file index. Inputs: Authorized files or a project folder. Example: [BATCH] = the first ten files in my workshop project. Expected output: A table and CSV where supported. ```text Inventory [AUTHORIZED FILES OR FOLDER] for [PROJECT GOAL]. Work on [BATCH SIZE] items first. Record file ID, actual path or source link, filename, type, content summary if inspected, source/creator when supplied, version clue, status, and next action. Distinguish content inspected, metadata only, and inaccessible. Do not infer a finished deliverable from an optimistic filename. Keep unknown dates, ownership, and approvals blank or marked unknown. Return a structured table and a CSV if file creation is supported. Preserve originals; do not rename, move, delete, or overwrite anything during this inventory. Report what you could not inspect and which files need human review. ``` ### 2. Review possible duplicates Prevent accidental merges and repeat work. Inputs: Inventory and accessible candidate files. Example: [IDENTITY] = Instagram shortcode for saved posts; version ID for drafts. Expected output: Confirmed duplicates, variants, uncertain matches. ```text Review [INVENTORY AND CANDIDATE FILES] for duplicates. Use [CONFIRMED IDENTITY RULE] where available. Compare actual content or supported hashes when appropriate; filename similarity alone is only a clue. Separate exact duplicates, versions of the same work, related items, and uncertain matches. Preserve alternate source files and provenance. Do not treat two different artworks or posts as the same merely because their titles resemble each other. Return evidence for each proposed match and a recommended next action. Do not delete, overwrite, merge, or move files. If a merge is later authorized, specify how source references and prior versions will remain recoverable. ``` ### 3. Propose a simple home Give sources, drafts, and finished work clear places. Inputs: Current index, project goal, existing shared links. Example: [GOAL] = keep workshop sources and final customer files separate. Expected output: A minimal folder map and migration plan. ```text Propose the simplest useful organization for [PROJECT] using [CURRENT INVENTORY]. Separate original sources, working drafts, deliverables, and tracking only where useful. Prefer a small structure that supports the next task over elaborate categories. Identify existing links, shared folders, external consumers, or naming rules that must remain intact. Suggest neutral stable IDs where needed and a naming convention that distinguishes source from version and status. Return a folder map, example filenames, and a proposed migration checklist. Do not move or rename anything in this planning step. Flag actions requiring authorization or a link-update plan. Explain how a future session will find the current deliverable and source evidence. ``` ### 4. Build a truthful tracker Record useful progress rather than vague completion. Inputs: Inventory, workflow, and intended deliverables. Example: [STATUSES] = draft, source reviewed, tested, published, blocked. Expected output: A compact tracker with clear status definitions. ```text Create a minimal tracker for [PROJECT WORKFLOW] from [INVENTORY]. Include stable ID, source location, deliverable location, source coverage, writing status, review status, execution status, publication status, blocker, and next action. Omit fields that genuinely do not apply. Define each status in plain language. Keep source review, artifact QA, actual workflow testing, and publication separate. Do not fill in completed actions, dates, approvals, or tests unless evidence supports them. Return a table and a reusable CSV if supported. Identify the next small batch to process and why. Do not start unrelated work or modify external trackers unless the destination and update are authorized. ``` ### 5. Save the stopping point Make interrupted work resumable. Inputs: Current tracker, actual outputs, next task. Example: [STATE] = three files reviewed, two blocked, no publication. Expected output: A concise checkpoint with file references. ```text Write a checkpoint for [PROJECT] from the work actually completed in this session. Include goal, agreed scope, current source locations, actual output files, latest versions, completed IDs, blockers, checks run with results, unrun checks, and next action. Do not reconstruct progress from memory when the tracker or files disagree; identify the discrepancy. Do not include credentials or unnecessary personal data. Keep the checkpoint useful for someone with no chat history. If [AUTHORIZED DESTINATION] is writable with current tools, save the note and verify it can be read back. Otherwise provide its full text here and state that it was not saved externally. Do not claim a future session automatically has access to these files. ``` ### 6. Resume without starting over Reconcile a checkpoint with the current files. Inputs: Saved checkpoint, current inventory, available access. Example: [NEXT] = review the next two unprocessed tutorials. Expected output: A reconciled state and the next authorized action. ```text Read [CHECKPOINT] and inspect [CURRENT PROJECT FILES] using your available tools. Confirm the goal, intended output, actual file availability, completed items, and next action. Identify missing access, stale paths, newer versions, or contradictory statuses before continuing. Do not repeat finished work unless a defect or changed requirement justifies it. Do not treat a written checkpoint as proof that a test or external action happened. Preserve concurrent edits and source files. Return a short reconciliation note, then perform the next useful authorized action that is not blocked. If an essential decision or input is missing, explain exactly what is needed while completing independent preparation. Update the checkpoint only with actions actually performed. ``` ## Worked example: Illustrative example: the tutorial folder with three “finals” Illustrative example, not an executed result. **Before:** A folder contains guide-final.docx, guide-final2.docx, and guide-final-REALLY.docx. 1. Inventory all three and inspect their contents where possible. 2. Compare versions and identify the current candidate without deleting the others. 3. Record the candidate path, its source-review status, unrun checks, and the next action in a checkpoint. **After:** Expected result: a clear current version and resumable progress, without relying on the most dramatic filename. **Check:** Can another session locate the current draft and explain what still needs checking? ## Troubleshooting - **The inventory invents summaries from filenames.** Require an access-status column and leave unseen content unknown. - **Duplicate review wants to delete everything.** Keep it as a proposed dedupe report until changes are authorized. - **Every item says Done.** Separate artifact creation, review, testing, and publication. ## Key takeaways - Stable identities beat hopeful filenames. - Keep originals and versions recoverable. - A checkpoint records evidence, not confidence. ## Final checklist - [ ] Indexed paths are real. - [ ] Uncertain duplicates were preserved. - [ ] Statuses distinguish review from execution. - [ ] The next action is specific and current. ## Sources and limits These are original, provider-independent prompt templates based on our documented production practices. Examples are illustrative. Tool access, output quality, and available file actions depend on your assistant and account. Editorially reviewed prompt library. No end-to-end execution of these newly written prompts or the illustrative example was performed for this library. Test the actual outputs in your environment before using them. - [Unstuck Guide Studio production method](/free-guides/instagram-saves-to-ai-playbooks): SOURCE: existing project method. The portable prompts below are newly written RECOMMENDED ADDITIONS, not quotations from a tool provider. ## Your next step Inventory the first ten files from one active project.