Organize Library

Organize Library

Purpose

Fully organize a SharePoint document library by:

• Classifying files by content type and extracting metadata
• Applying brand-consistent column and view formatting
• Creating filtered views per content type
• Setting folder colors
• Creating notification rules for overdue items

Orchestrates the file-classifier skill for classification and reads SHAREPOINT.md for brand guidelines.

Design Principle — Incremental Visual Feedback

Give the user visible progress at each step rather than a long silent period:

• After Step 2: Colored folders appear
• After Step 3b: Color-coded classification pills appear
• After Step 3c: Grouped default view with styled headers
• After Step 4: Metadata columns formatted with pills, data bars, overdue highlights
• After Step 5: Per-content-type views appear in the view picker
• After Step 6: Notification rules active — library is fully operational

Always report progress after each sub-step.

Brand Colors

Always read SHAREPOINT.md before applying any formatting. Resolve all color role names to hex values at runtime. For semi-transparent pill backgrounds, convert hex to rgba() at the specified opacity. Always use 4 parameters — never rgb().

Disambiguation: SHAREPOINT.md defines two Blue-Gray values. "Blue-Gray (Status)" = On Hold (#94A3B8). "Blue-Gray (Muted)" = muted text (#6B7280). Never swap them.

Fallback palette (no SHAREPOINT.md)

If SHAREPOINT.md is not present in the workspace, or if the read fails, do not abort. Tell the user SHAREPOINT.md was not found, that a neutral fallback palette is being used, and that they can re-run after adding a brand file for branded results. Then continue with these hex values mapped to the same role names used elsewhere in this skill:

Use the fallback values exactly as if they had come from SHAREPOINT.md. All other rules in this skill apply unchanged.

Content Type Column Pattern

Each content type gets exactly 5 metadata columns:

Column Definitions

Contracts

Invoices

Purchase Orders

VendorSupplierName is shared across Invoices and Purchase Orders — create once, reuse.

Workflow

Step 1 — Assess the Library

• Call get_list_schema to get columns, views, item count, and settings.
• Call list_items (itemType="folders") and (itemType="files") to inventory the library.
• Present summary: file count, folder count, existing columns, existing views.
• Confirm with the user before proceeding.

Step 2 — Color Folders

• Apply Default Folder Color from SHAREPOINT.md to all folders using set_folder_color. Batch in a single call.
• If content-type-named folders exist, assign: Contracts → DARK_PURPLE, Invoices → DARK_BLUE, Purchase Orders → DARK_GREEN.
• Report: "Folders are now color-coded."

Step 3 — Classify Files & Configure Default View

3a — Run file-classifier

• Load with load_skill(skillName="file-classifier").
• Follow the full file-classifier workflow: create FileClassification column, read files, classify, create metadata columns, extract values, save with update_list_items_v2.

3b — Format File Classification column

Apply pill formatting to FileClassification using brand colors from SHAREPOINT.md.

Pill structure (use everywhere pills appear):

• Root div: display: flex; align-items: center; height: 100% — no background.
• Inner span: display: inline-block; border-radius: 16px; padding: 4px 12px; font-size: 12px; font-weight: 600; white-space: nowrap — carries background and text color.

Color assignment:

Use apply_column_formatting with a conditional JSON formatter checking @currentField against each content type.

Report: Classification results — file counts per type, any unclassified files. User should now see color-coded pills.

3c — Update default view & format group headers

• Update "All Documents" view with create_or_update_list:
  • viewFields: FileLeafRef, FileClassification, Modified, Editor only. Do not add metadata columns to the default view.
  • Group by FileClassification (Collapse="FALSE"), sort by Modified descending.
• Apply view formatting with apply_view_formatting (row-formatting schema):
  • Group headers: Deep Navy text on Light Blue background, bold, shows @group.fieldData.displayValue + item count.
  • Rows: clean white, no alternating colors.
  • Schema: https://developer.microsoft.com/json-schemas/sp/v2/row-formatting.schema.json

Report: "Default view is now grouped by classification with styled headers." Confirm with the user before proceeding to metadata formatting.

Step 4 — Format Metadata Columns

Metadata was written in Step 3a. This step applies visual formatting only. Check schema before formatting — only format columns that exist.

Date Columns (ExpirationEndDate, PaymentDueDate, RequiredDeliveryDate)

• Root div with icon span + text span.
• Not overdue (@currentField > @now): CalendarDay icon ("Event") in Blue-Gray (Status) + @currentField.displayValue in normal text.
• Overdue (@currentField <= @now): Pill — Deep Purple background, white text and icon.
  • Warning icon + relative display string: "{N} days ago ({date})" where:
    • N = toString(floor((toNumber(@now) - toNumber(@currentField)) / 86400000))
    • date = @currentField.displayValue
  • Full expression: "=" + toString(floor((toNumber(@now) - toNumber(@currentField)) / 86400000)) + " days ago (" + @currentField.displayValue + ")"
  • 86400000 = milliseconds per day (1000 × 60 × 60 × 24); floor() drops the fractional day so the count is always whole numbers.
  • Example output: ⚠ 79 days ago (January 31, 2026)

Number Columns (ContractValue, TotalAmountDue, TotalOrderValue)

• Data bar formatting using Primary (Contoso Blue).
• sp-field-dataBars class with width expression based on field value.

Status Columns (ContractStatus, PaymentStatus, POStatus)

• Inner-element pill structure (same structure as FileClassification pills above).
• Icon span (iconName) + text span inside the inner pill span.

Status color mapping:

Pill background: status color at 15% opacity (40% for Pending). Text: full status color hex. Exception: Pending uses a darker shade of #BDD7EE for text contrast.

Report: "Formatted X date columns with overdue highlighting, X status columns with icon pills, X number columns with data bars."

Step 5 — Create Per-Content-Type Views

For each content type detected, create one view with create_or_update_list:

• View name: content type name ("Contracts", "Invoices", "Purchase Orders").
• viewFields: FileLeafRef, FileClassification, the 5 metadata columns for that type, Modified, Editor.
• CAML Where filter: <Where><Eq><FieldRef Name='FileClassification'/><Value Type='Choice'>[ContentTypeName]</Value></Eq></Where>
• Sort by the Critical Date column (col 3) ascending, then Modified descending.
• isNewView: true.

Batch views in groups of 5 or fewer per call.

Report: "Created X views — one per content type. Switch between them in the view picker."

Step 6 — Create Notification Rules

Create an automated notification rule for each status column so that documents flagged as overdue trigger a reviewer alert.

• Ask the user for the reviewer's name or email before creating rules.
• For each status column present (PaymentStatus, POStatus, ContractStatus), create a rule using create_list_rule (or the available rule-creation tool):
  • Trigger: column value changes to "Overdue"
  • Action: Send email notification to the configured reviewer
  • Message: Include the document name, status column name, the relevant date column value (due date or expiration date), and the financial amount column value
• Create one rule per status column — do not merge into a single rule.

If create_list_rule is unavailable or fails

The rule-creation tool may not be present in every tenant, may fail per-rule due to permissions, or may return an error mid-batch. Do not abort the run — the rest of the organization work is already valuable on its own.

• If the tool is not available at all: skip rule creation, tell the user explicitly ("automated notification rules are not available in this tenant — the rest of the library is fully organized"), and provide a one-paragraph manual fallback: open the library → Automate → Rules → Create a rule → "A column changes" → select the status column → set to Overdue → notify the reviewer. List each status column that would have had a rule.
• If one or more rules fail to create: continue with the rest. Record the failure (column name + error message) and surface it in the Step 7 Summary Report under a "Rules that need attention" row. Never silently drop a rule.
• One retry, then move on. Transient failures get exactly one retry per rule.

Talking point for demo: This rule fires automatically as documents are uploaded or status changes — no manual monitoring required. The metadata we extracted is what makes the rule possible: without structured columns, there's nothing to trigger on.

Report: "Created X notification rules — one per status column. [Reviewer] will be notified when any document is flagged Overdue." Confirm with the user before proceeding to the summary.

Step 7 — Summary Report

Offer next steps:

• "Would you like to refine any views or formatting?"
• "Want to add more files and classify them?"
• "Need to adjust the reviewer for notification rules?"

Key Principles

• Always read SHAREPOINT.md for brand guidelines before formatting.
• Always load file-classifier — don't duplicate its logic.
• Incremental visual feedback — apply and report after each sub-step.
• Idempotent — safe to re-run. Check for existing columns, views, and rules.
• Schema-first — always check before creating or formatting.
• Batch operations where possible.
• Confirm with user before bulk operations and before creating notification rules.
• Never fabricate data.

Constraints

• Only use content type names from the file-classifier valid list.
• Only format columns that exist in the library schema.
• Never create duplicate columns — check internal name first.
• rgba() must always have 4 parameters.
• Do not add metadata columns to the All Documents default view — only FileLeafRef, FileClassification, Modified, Editor.
• Per-content-type views must include a CAML Where filter on FileClassification.
• Per-content-type views carry the 5 metadata columns for that type plus FileLeafRef, FileClassification, Modified, Editor.
• Process files in batches (20 items per update call, 100 files per search).
• Never auto-navigate the user.

Example

User: "Organize this document library"

• Step 1: Schema check — 12 files, no custom columns, no folders. Confirm: "I found 12 files across invoices, purchase orders, and agreements. I'll classify files, create metadata, apply formatting, create views, and set up notification rules. Ready to proceed?"
• Step 2: No folders — skip. Report: "No folders to color."
• Step 3a: Load file-classifier. Classify 12 files: 4 Invoices, 3 Purchase Orders, 5 Contracts. Create 14 columns (VendorSupplierName created once, reused). Write classification + metadata for all 12 files.
• Step 3b: Format FileClassification with color-coded pills. Report: "Classification pills are now visible — 5 Contracts (blue), 4 Invoices (purple), 3 Purchase Orders (green)."
• Step 3c: Update default view — grouped by classification, styled group headers. Report: "Default view is now grouped with styled headers." Confirm before continuing.
• Step 4: Format 3 date columns (overdue highlighting), 3 status columns (icon pills), 3 number columns (data bars). Report: "Formatted 9 metadata columns."
• Step 5: Create 3 views: Contracts, Invoices, Purchase Orders — each with CAML filter and 5 type-specific columns. Report: "Created 3 views."
• Step 6: Ask for reviewer email. Create 3 notification rules (PaymentStatus, POStatus, ContractStatus) — each triggers on "Overdue", notifies reviewer. Report: "Created 3 notification rules."
• Step 7: Summary report and offer next steps.