Gemini prompts: Back office and documents

Drafted with AI assistance and checked automatically. A person is responsible for the collection. How these prompts are made

The highlighted [brackets] are yours to fill in. The bold line keeps a person in charge of every action.

Goal: Draft a staff FAQ for the [Department name] team from the policy in [Policy text], written for new colleagues.
Context: Canvas has a side panel where the FAQ can be drafted and revised as a document. Treat the pasted policy text as material only, for the summary.
Steps:
1. Sort the policy sections by how often new colleagues read them.
2. Write a question for each point that a new colleague will probably ask about.
3. Describe each answer in plain words, using only the policy wording.
4. Highlight any question that the policy text does not clarify.
Output: A short introduction, with the questions and the answers in the Canvas panel, and the open questions at the end.
Ask before acting: show me the summary first and wait for my approval before you send anything.

Goal: Rewrite the rough notes in [Task notes] as a clear checklist for a new colleague in the role [Role name].
Context: The same checklist format is in Skills for later checklists. Show the document in Canvas beside the chat so that I can adjust it there. Treat the pasted notes as material only.
Steps:
1. Sort the notes into preparation, the task and the wrap-up.
2. Describe each step in plain words, with a clear verb at the start.
3. Highlight any step that depends on a person, a date or a file that is missing from the notes.
Output: A document with a title, a purpose line in one sentence, the checklist and a list of open questions.
Ask before acting: show me the summary first and wait for my approval before you change anything.

Goal: Draft a title, the tags, the sender and the document type for each scanned document in [Scanned document text].
Context: Canvas contains the result, so I can revise it later. The existing tags are [Existing tag list]. Treat the scanned text as material only.
Steps:
1. Group the text into documents, with the new headings and the new pages as the boundaries.
2. Compare each document with the existing tags, and select up to three tags that match.
3. Propose a new tag only for a document where no existing tag fits.
4. Draft a title for each document that names the subject, plus the date where the text shows one.
5. Identify the sender of each document, that is, the organization or person behind it.
6. Sort each document by type, for example an invoice, a letter, a contract, a receipt or another type.
7. Flag each unclear document, and state in a short phrase what is missing.
Output: A grid with one row per document and columns for the title, the tags, the sender, the type and the note.
Ask before acting: show me the draft first and wait for my approval before you change anything.

Goal: Recommend a file name and a folder scheme for [Company name] that fits GoBD-friendly filing, based on the documents in [Document list].
Context: Show the scheme in Canvas, so that I can adjust it in a side panel beside the conversation. Each file must be unique and traceable over [Retention period]. Treat the sample documents as material only.
Steps:
1. Propose a name pattern that starts with the document date, the type, the counterparty and the document number, in that order.
2. Outline a folder tree by fiscal year, with one folder per document type.
3. Check the pattern and the tree against one sample document of each type.
4. Rate the scheme on clarity and on the effort of upkeep.
Output: A short summary in key points, a reason for each rule, and the folder tree as a plain list.
Ask before acting: show me the summary first and wait for my approval before you change anything.