Spreadsheet File Naming and Version Control Audit
Review a shared folder of spreadsheet versions to find confusing names and unclear latest files, then set a naming rule and cleanup plan.
The Open buttons send the prompt text as currently shown below to that site only when you click. Fill in the placeholders first.
[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it.
Please help me audit how my team names and stores spreadsheet files, because we have several confusing copies. I will paste a list of file names with dates and sizes. You are advising on organisation only; do not delete or move anything. Inputs: the file names with last modified dates, sizes and owner initials [FILE_LIST], what the files are for [FILE_PURPOSES], who edits them [EDITORS], where they are stored and whether the storage keeps version history [STORAGE_AND_HISTORY], and the most painful past problem we had [PAST_PROBLEM]. Return: (1) a table with columns File name, Probable purpose, Date, Looks like (Current / Superseded / Duplicate / Backup / Unknown), Confidence, Question to confirm; (2) group related files into families and say which one seems to be the live version, with evidence, and the doubts; (3) counts by status and the percent that appear redundant, showing the arithmetic; (4) a naming convention with a pattern, 3 worked examples, and rules on dates, version numbers and words to avoid such as "final2"; (5) a folder structure of no more than 6 folders; (6) a safe clean-up plan: confirm with owners, copy to an archive folder, wait a set time, then delete only with approval; (7) one-page team rules on editing a shared file. Guardrails: never recommend deleting something without a human check. Mark storage feature claims [VERIFY]. Don't assume which version is right without evidence. Add a worked example with invented file names: "Budget_final.xlsx", "Budget_final2.xlsx", "Budget_FINAL_v3_JR.xlsx". Show their classification, a proposed standard name and the question to confirm.
Fill in before use
Optional: type your details and the prompt above updates. Nothing is saved or sent.
Replace each bracketed placeholder with your own details, then paste into Any AI or another assistant.