Organize Gdrive Inbox

Organize GDrive Inbox

Use this skill when the user asks to file documents from /mnt/g/My Drive/Inbox/To File into the correct /mnt/g/My Drive/Personal/... folders with a strict naming convention and required reporting.

Workflow

1. Inspect every file in To File

   • Enumerate every file under /mnt/g/My Drive/Inbox/To File (recursively).
   • Ignore folders for filing purposes, but do not skip files nested under subfolders.
   • Detect when multiple PDFs belong to the same item/invoice and treat them as a single filing unit.
   • For each file, extract (best-effort) metadata needed for renaming:
     • Statement/document date (preferred: date on the document; fallback: filename; last resort: filesystem mtime).
     • Vendor name (preferred: on-document; fallback: filename).
     • Amount (preferred: on-document; fallback: filename; optional if not applicable).
     • Classification hints: HSA-eligible, house maintenance, or general bill/statement/receipt.
   • Use best-effort text extraction when useful:
     • PDFs: pdftotext (or similar) to find date/vendor/amount.
     • Images/scans: OCR if available; otherwise rely on filename + mtime and flag as ambiguous in the log.

2. Determine the destination folder (must start with /mnt/g/My Drive/)

   • Choose the best applicable rule below; if multiple match, prefer in this order: HSA eligible, house maintenance, general statements, then other receipts/finance items.
   • HSA eligible receipts/statements:
     • Destination: /mnt/g/My Drive/Personal/Health/[statement year]
   • House maintenance items:
     • Destination: /mnt/g/My Drive/Personal/Finance/House/Sable Ridge/Maintenance/[statement year]
   • Bills and statements:
     • Destination: /mnt/g/My Drive/Personal/Finance/Statements/[statement year]/[best-fit vendor or Misc]
     • [best-fit vendor] should be the same vendor token used in the filename (ASCII + underscores). Use Misc if no clear vendor.
   • Other receipts:
     • Destination: /mnt/g/My Drive/Personal/Finance/Receipts/[statement year]
   • Other finance items that are neither receipts nor statements:
     • Destination: /mnt/g/My Drive/Personal/Finance/Other/[statement year]
   • [statement year] is derived from the statement/document date used in the filename.

3. Rename the file (strict format)

   • Rename to: YYYY-MM-DD_Vendor_Name_Dollars_Cents.[ext]
     • YYYY-MM-DD: the statement/document date.
     • Vendor_Name: vendor name using only ASCII characters; use underscores for spaces; remove other punctuation.
     • Dollars_Cents: amount when applicable, formatted like 123_45 (for $123.45). If no amount applies, use a short descriptor instead of the amount, e.g. Estimate, Notice, Warranty.
   • Keep the original extension (case-insensitive), and do not change file content.
   • Collision handling:
     • If the target filename already exists in the destination folder, disambiguate by appending _2, _3, etc.

4. Prepare the file for moving

   • If multiple PDFs belong to the same item/invoice, combine them into a single PDF with pdftk before moving them, and do not move the individual PDFs separately.
   • The combined PDF should use the final destination filename and remain a .pdf.
   • Create destination folders as needed.
   • Prepare each file, or each combined PDF, for moving into the selected destination folder using the new filename.

5. Apply changes safely

   • Execute the approved moves/renames.
   • Keep operations idempotent when possible (avoid overwriting; prefer mv -n semantics).
   • Do not delete anything unless explicitly requested.

6. Deliver a log

   • First, output a list (one line per file) containing:
     • Original filename
     • New filename
     • Destination folder moved to
   • Provide a change log: moved/renamed/combined (and deleted, if any), with before/after paths.
   • Call out any ambiguities and items left in Inbox intentionally.
   • Include where the change log is saved (for example, a timestamped file in /tmp/).
   • After the change log, output HSA-eligible receipts using the required TSV format below.

Receipt Naming Rules (Default)

When organizing receipts (including HSA receipts and house maintenance items), use a consistent filename format:

• YYYY-MM-DD_<Vendor>_<AmountOrDescriptor>.<ext>
• Vendor: 1-4 words max, title-cased or as it appears on the receipt; normalize whitespace to underscores.
• AmountOrDescriptor:
  • If an amount is available: use <dollars>_<cents> (same normalization as statements).
  • If no amount is available: use a short descriptor (1-2 words), e.g. Quote, Notice, Invoice, Receipt, Estimate, Statement.

Classification defaults (unless the user overrides):

• If the receipt appears HSA-eligible (medical/dental/vision/pharmacy, etc.): move to /mnt/g/My Drive/Personal/Health/<YYYY>/.
• If it appears to be a house maintenance item (repairs, contractors, home services) for Sable Ridge: move to /mnt/g/My Drive/Personal/Finance/House/Sable Ridge/Maintenance/<YYYY>/.
• Otherwise: move to /mnt/g/My Drive/Personal/Finance/Receipts/<YYYY>/.
  • If it's not a receipt/statement but still belongs in Finance: move to /mnt/g/My Drive/Personal/Finance/Other/<YYYY>/.

Implementation notes:

• Determine YYYY-MM-DD from the document content when possible (prefer over filesystem timestamps).
• If only month/year is present, ask the user how to date it (or use the last day of the month only with explicit confirmation).

HSA Output Format (Required)

When reporting HSA-eligible receipts, output rows in a tab-separated format that can be copied directly into Google Sheets.

• Header must be exactly:
  • Date Start Date End Paid Date Patient Provider For Amount Receipt
• Emit the HSA output as a single fenced tsv code block containing only the header row plus data rows.
  • Do not use markdown tables, bullets, numbering, inline code, alignment spaces, or prose inside that block.
• Use literal tab characters between all columns (TSV), not commas and not the two-character sequence \t.
• Every line in the TSV block must have exactly 8 cells / 7 tab separators so it pastes cleanly into the 8 Google Sheet columns above.
• Do not pad cells with leading or trailing spaces to make columns look visually aligned in the response.
• Format date values as M/D/YY (example: 2/19/26).
• Use plain numeric values in Amount with no $ and no thousands separators (example: 12.95).
• The Receipt column value must be the green checkbox emoji: ✅.
• Patient must be one of: BJ, Stef, Grace, James.
  • If unclear which family member the expense is for, default Patient to Stef.
• For should describe the expense purpose (examples: Office Visit, Dental, Rx, OTC Supplies/Medication).
  • If unknown, default For to OTC Supplies/Medication.
• If a date is unknown, leave the cell blank rather than inventing a value.
• Save the same TSV content verbatim to a timestamped file in /tmp/ (for example /tmp/organize_gdrive_inbox_hsa_<timestamp>.tsv) and report that path in the final response.

Example:

Date Start	Date End	Paid Date	Patient	Provider	For	Amount	Receipt
2/20/26	2/20/26		BJ	The Little Clinic	Office Visit	12.95	✅