Document Intake and Filing Assistant
Name, tag and file incoming documents consistently.
Added October 15, 2026. Written with AI assistance and checked for clarity and placeholders; not reviewed by a lawyer, accountant, clinician or other professional. How these prompts are made
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 (what [VERIFY] means).
Help me design an intake process for incoming documents such as [DOCUMENT_TYPES]. They arrive by [ARRIVAL_CHANNELS]. Storage: [STORAGE_LOCATION]. People who need access: [ACCESS_GROUPS]. Retention rules I know of: [RETENTION_RULES]. Create a naming convention with examples, a folder structure at most three levels deep, a tag list, and instructions for a model step that reads a document and proposes name, folder and tags. The model must say when it cannot tell, and sensitive documents (identity, health, payroll) are routed to a restricted folder for manual filing. Return the convention, the proposal format as a short table, an exception list, and a monthly cleanup routine. Retention periods are [VERIFY] for [JURISDICTION]. Also describe how duplicates are detected, what happens to documents the model cannot read, such as blurred scans, and how a person can correct a wrong filing so the correction improves later suggestions without retraining anything. Close with a short test: file twenty real documents by hand and by the assistant, compare the results, and note which document types it should never handle alone.
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