Capability template for executive and office support
Shared folder filing plan
The office coordinator gets a plan for tidying a shared folder: a proposed folder structure, every file's move with its owner named, and the duplicates and access questions to settle first. Owners approve their own moves; nothing is moved, renamed or deleted.
Listed under
Add it to a workflow in the Fully Powered Planner, beside the teams and roles that will run it. Book a fit call
The outcome
Tidying a shared folder usually stalls on the same few worries: whose file is this, will moving it lock somebody out, is there already a copy somewhere. This capability puts those worries on one page before anybody touches a file. You get the folder structure your own filing conventions imply, a list of moves with each document's owner named beside it, and a short list of questions, each addressed to one person.
Moves that are clear are marked ready for the owner to approve. Moves that are not are held, with the reason and the question that releases them: no owner recorded, a link that anyone could be using, a file whose current sharing does not match its new folder, a record your conventions say must not move without a named person's confirmation. Files that look like copies of each other are never decided for you. Both go to their owners.
The plan never opens a file, never guesses an owner and never invents a folder your conventions do not name. A file that no rule covers is listed as such, so the rule can be added or the file placed by a person.
Who starts the work, and when
The office manager, office coordinator or executive assistant starts it when a shared folder has grown past what anyone can find things in, before a move to a new drive, or as a yearly tidy. The coordinator reviews the plan first and sends it on. Each document's owner approves the moves of their own documents. Whoever holds a restricted category of record confirms those moves too.
What they supply
- The folder inventory: an export of the folder you are authorized to see, one row per file, with its path, name, size, last modified date, owner, who it is shared with and whether it is shared by link. If the columns are named differently, the assistant stops and asks.
- Your filing conventions: the destination folders and who may see each, numbered filing rules, and any restricted records with the person who confirms their moves.
- The settings: the folder being tidied, today's date and the coordinator.
Nothing is connected to your drive. Everything is pasted or attached by a person, and the assistant works from names and dates in the export, never from what is inside the files.
What comes out
One filing plan for the coordinator, in a fixed order: the proposed folder structure with file counts; the list of moves, each with its rule, owner, approver and status; the ready moves grouped by owner; the files that stay where they are; the duplicates to resolve; the files no rule covers; and a numbered list of questions. The counts add up to the rows supplied, and the plan says so. It ends by stating that nothing has been moved, renamed, deleted or re-shared.
An invented example
Illustrative example with invented data. Fennimore Yard Joinery is an invented 38-person maker of staircases and fitted joinery. Its people, customers, suppliers, files and dates are invented too. Priya, the office manager, is tidying the shared drive's top folder, called Shared. On Tuesday 10 November 2026 she gives the assistant everything below, in full, and gets back the filing plan that follows.
What Priya supplied
1. Settings
Folder being tidied: Shared
Today: Tuesday 10 November 2026
Coordinator: Priya (office manager)
Batch size: default
2. Folder inventory (exported from the drive)
path,name,size_kb,modified,owner,shared_with,link_shared
Shared/Misc,2026 insurance schedule.pdf,412,2026-03-14,Priya,Directors; Office,no
Shared/Misc,Supplier terms - Supplier A.pdf,230,2025-06-02,Priya,Office,no
Shared/Misc,Supplier terms - Supplier B.pdf,198,2024-02-20,Priya,Office,no
Shared/Invoices 2025,Invoice 0412 Customer C.pdf,88,2025-04-09,Grace,Finance; Office,no
Shared/Invoices 2025,Invoice 0413 Customer D.pdf,91,2025-04-16,Grace,Finance,no
Shared/Payroll,Payslip run Oct 2026.xlsx,156,2026-10-30,Grace,Finance,no
Shared/Misc,Risk assessment - saw room.docx,74,2026-01-22,Hamid,All staff,no
Shared/Misc,Method statement - roof repair.docx,66,2026-05-30,Hamid,All staff,no
Shared/Projects,Work order 2611 Customer E.xlsx,120,2026-11-02,Wen,Projects; Office,no
Shared/Projects,Work order 2612 Customer F.xlsx,118,2026-11-05,,Projects; Office,yes
Shared/Misc,Supplier terms - Supplier A.pdf,230,2025-06-02,Ola,Office,no
Shared/Old,Staff handbook 2022.pdf,1840,2022-09-01,Priya,All staff,no
Shared/Misc,Away day photos.zip,5200,2026-09-18,Keren,All staff,no
Shared/Misc,,12,2026-08-01,Wen,Office,no
Shared/Misc,Risk assessment - office.docx,45,2026-02-11,Hamid,All staff,no
Shared/Old,Risk assessment - office.docx,52,2025-02-09,Hamid,All staff,no
Shared/02 Finance/Invoices,Invoice 0410 Customer C.pdf,85,2025-03-12,Grace,Finance,no
3. Filing conventions
Filing conventions: Fennimore Yard Joinery, approved by Tobias (finance director), 2 March 2026
Destination folders, each with who may see it:
1. Shared/01 Admin/Insurance. Audience: Directors; Office
2. Shared/01 Admin/Suppliers. Audience: Office
3. Shared/02 Finance/Invoices. Audience: Finance
4. Shared/02 Finance/Payroll. Audience: Finance
5. Shared/03 Projects/Active. Audience: Projects; Office
6. Shared/04 Health and Safety. Audience: All staff
7. Shared/05 Archive. Audience: Office
Filing rules (the first rule that matches decides):
R1. Path begins "Shared/Payroll" or name contains "payslip": Shared/02 Finance/Payroll
R2. Name contains "invoice": Shared/02 Finance/Invoices
R3. Name contains "insurance": Shared/01 Admin/Insurance
R4. Name contains "supplier": Shared/01 Admin/Suppliers
R5. Name contains "risk assessment" or "method statement": Shared/04 Health and Safety
R6. Name starts with "Work order": Shared/03 Projects/Active
R7. Modified more than 24 months before today: Shared/05 Archive
Restricted records:
- Payroll records: anything filed in Shared/02 Finance/Payroll. Holder: Tobias (finance director), who confirms before it moves.
What came back
FILING PLAN: Shared, prepared Tuesday 10 November 2026
For: Priya (office manager). The coordinator approves this plan first; each owner approves the moves of their own documents.
Prepared from 17 inventory rows, 7 filing rules and 7 destination folders. Nothing has been moved, renamed, deleted or re-shared.
Rows 17 = to move 10 + stay 1 + in duplicate groups 4 + not planned 2.
Moves: 6 ready for owner approval, 4 held.
Proposed folder structure
Shared/01 Admin/Insurance (1 file: 1 to move, 0 already there)
Shared/01 Admin/Suppliers (1 file: 1 to move, 0 already there)
Shared/02 Finance/Invoices (3 files: 2 to move, 1 already there)
Shared/02 Finance/Payroll (1 file: 1 to move, 0 already there)
Shared/03 Projects/Active (2 files: 2 to move, 0 already there)
Shared/04 Health and Safety (2 files: 2 to move, 0 already there)
Shared/05 Archive (1 file: 1 to move, 0 already there)
Waiting on a duplicate decision: 4 rows in 2 groups, not counted above.
Not planned: 2 rows, not counted above.
Files to move: 10
Row 1: 2026 insurance schedule.pdf, from Shared/Misc to Shared/01 Admin/Insurance (rule R3). Owner: Priya. Approves: Priya. Status: Ready for owner approval.
Row 3: Supplier terms - Supplier B.pdf, from Shared/Misc to Shared/01 Admin/Suppliers (rule R4). Owner: Priya. Approves: Priya. Status: Ready for owner approval.
Row 4: Invoice 0412 Customer C.pdf, from Shared/Invoices 2025 to Shared/02 Finance/Invoices (rule R2). Owner: Grace. Approves: Grace. Status: Held until Question 2 is answered.
Row 5: Invoice 0413 Customer D.pdf, from Shared/Invoices 2025 to Shared/02 Finance/Invoices (rule R2). Owner: Grace. Approves: Grace. Status: Ready for owner approval.
Row 6: Payslip run Oct 2026.xlsx, from Shared/Payroll to Shared/02 Finance/Payroll (rule R1). Owner: Grace. Approves: Grace; also Tobias (finance director) for restricted records. Status: Held until Question 3 is answered.
Row 9: Work order 2611 Customer E.xlsx, from Shared/Projects to Shared/03 Projects/Active (rule R6). Owner: Wen. Approves: Wen. Status: Ready for owner approval.
Row 10: Work order 2612 Customer F.xlsx, from Shared/Projects to Shared/03 Projects/Active (rule R6). Owner: NOT RECORDED. Approves: NOT RECORDED. Status: Held until Questions 4 and 5 are answered.
Row 7: Risk assessment - saw room.docx, from Shared/Misc to Shared/04 Health and Safety (rule R5). Owner: Hamid. Approves: Hamid. Status: Ready for owner approval.
Row 8: Method statement - roof repair.docx, from Shared/Misc to Shared/04 Health and Safety (rule R5). Owner: Hamid. Approves: Hamid. Status: Ready for owner approval.
Row 12: Staff handbook 2022.pdf, from Shared/Old to Shared/05 Archive (rule R7). Owner: Priya. Approves: Priya. Status: Held until Question 6 is answered.
Ready moves by owner: Priya: rows 1, 3; Grace: row 5; Wen: row 9; Hamid: rows 7, 8
Files that stay: 1
Row 17: Invoice 0410 Customer C.pdf is already in Shared/02 Finance/Invoices (rule R2).
Duplicates to resolve: 2 groups
Likely copies: "Supplier terms - Supplier A.pdf", rows 2 and 11.
Row 2: Shared/Misc, 230 KB, modified 2025-06-02, owner Priya.
Row 11: Shared/Misc, 230 KB, modified 2025-06-02, owner Ola.
If kept, rule R4 files it in Shared/01 Admin/Suppliers. See Question 1.
Possible versions: "Risk assessment - office.docx", rows 15 and 16.
Row 15: Shared/Misc, 45 KB, modified 2026-02-11, owner Hamid.
Row 16: Shared/Old, 52 KB, modified 2025-02-09, owner Hamid.
If kept, rule R5 files it in Shared/04 Health and Safety. See Question 9.
Not planned: 2
Row 13: Away day photos.zip, no filing rule matches. See Question 7.
Row 14: NO NAME, incomplete row: name missing. See Question 8.
Questions to settle: 9
Question 1 [duplicate]. Rows 2 and 11. "Supplier terms - Supplier A.pdf" is in Shared/Misc twice, 230 KB and modified 2025-06-02 on both. Row 2 is Priya's and row 11 is Ola's. Priya and Ola, are these the same document, and what should be done with the two rows?
Question 2 [access]. Row 4. Invoice 0412 Customer C.pdf is shared with Finance and Office; Shared/02 Finance/Invoices is for Finance. Only on the file: Office. Only on the folder: none. Grace, should Office keep access to this file?
Question 3 [restricted record]. Row 6. Payslip run Oct 2026.xlsx would be filed in Shared/02 Finance/Payroll, which the conventions list as restricted. Tobias (finance director), do you confirm that this file may move?
Question 4 [owner]. Row 10. Work order 2612 Customer F.xlsx has no owner recorded. Priya, who owns it?
Question 5 [shared link]. Row 10. Work order 2612 Customer F.xlsx is shared by link. Priya, once Question 4 names its owner, please put this to them: should the link keep working after the move?
Question 6 [access]. Row 12. Staff handbook 2022.pdf is shared with All staff; Shared/05 Archive is for Office. Only on the file: All staff. Only on the folder: Office. Priya, should All staff keep access to this file?
Question 7 [no rule]. Row 13. Away day photos.zip, modified 2026-09-18, matches none of rules R1 to R7. Priya, which folder should it go in, or should a rule be added to the conventions?
Question 8 [incomplete row]. Row 14. This row has no file name; it is in Shared/Misc, 12 KB, modified 2026-08-01, owner Wen. Wen, what is this file?
Question 9 [duplicate]. Rows 15 and 16. "Risk assessment - office.docx" is in Shared/Misc (45 KB, modified 2026-02-11) and in Shared/Old (52 KB, modified 2025-02-09), both Hamid's, with different sizes. Hamid, how do these two relate, and what should be done with them?
Nothing has been moved, renamed, deleted or re-shared. Approvals still to come: the coordinator, for this plan; each owner, for their own moves.
How the inputs became the output, for checking:
- Seventeen rows in the inventory. Ten are moves (rows 1, 3, 4, 5, 6, 7, 8, 9, 10, 12), one stays (row 17), four are in duplicate groups (rows 2, 11, 15, 16) and two are not planned (rows 13, 14). 10 + 1 + 4 + 2 = 17.
- Duplicates. Rows 2 and 11 share a name and a size (230 KB): likely copies. Rows 15 and 16 share a name but are 45 KB and 52 KB: possible versions. The rules are tested against the first row of each group: row 2 for the first group, which rule R4 (name contains "supplier") files in Suppliers, and row 15 for the second, which rule R5 files in Health and Safety.
- Capital letters. Name and path conditions ignore them. The rules are written in lower case ("invoice", "payslip", "risk assessment") and the file names in capitals ("Invoice 0412", "Payslip run"); every one of those matches.
- Rule order. Row 3 is from February 2024, more than 24 months before today (R7 would catch it, cut-off 10 November 2024), but R4 comes first and wins. Row 12, the 2022 staff handbook, matches no rule from R1 to R6, so R7 files it in the archive. Row 13 was modified in September 2026, so R7 does not apply, and nothing else matches.
- Access. Rows 1, 3, 5, 6, 7, 8 and 9 have exactly the sharing their destination's audience lists. Row 4 has Finance and Office against Finance. Row 12 has All staff against Office. Row 10's sharing matches (Projects; Office), but it has no owner and is shared by link.
- Held. Row 4 (Question 2), row 6 (Question 3, restricted record), row 10 (Questions 4 and 5) and row 12 (Question 6): four held. The other six moves (rows 1, 3, 5, 7, 8, 9) are ready: 6 + 4 = 10.
- Folder counts. Invoices: rows 4 and 5 to move, row 17 already there, three files. Active: rows 9 and 10. Health and Safety: rows 7 and 8. The rest hold one each. 1 + 1 + 3 + 1 + 2 + 2 + 1 = 11 = 10 moves + 1 stay.
- Order. Moves follow the conventions' folder order: Insurance, Suppliers, Invoices, Payroll, Active, Health and Safety, Archive. That is why rows 9 and 10 come before rows 7 and 8. Owners under "Ready moves" appear in the order they first appear in the list: Priya, Grace, Wen, Hamid.
Priya reads the plan, asks the people named in the questions, passes the six ready moves to their owners, and makes any changes in the drive herself or with the owners once they have approved. The assistant moved nothing.
Where it fits
- Executive and office support: the coordinator who is asked to sort out the shared drive and wants owners, not guesses, deciding what moves.
- Professional services: client and internal folders that have grown side by side for years.
- Engineering firms: project folders, safety documents and supplier papers that belong in different places with different audiences.
- Nonprofits: shared folders passed between staff and volunteers, where nobody remembers who owns what.
- Established businesses: a drive that has outlived several office managers and several naming habits.
- Growth & scaling: the point where the founders' folder structure no longer holds a team.
What has to change for your company
Write down your own folder structure and filing rules before the first run; the capability adds none of its own. Decide who may see each destination folder and write the groups exactly as they appear in your drive's sharing list, because they are compared word for word. Name the restricted records and who confirms their moves. Choose the age after which untouched files go to an archive folder, and the order of the rules, since the first match wins. It is written to run in ChatGPT, Claude, Copilot or Gemini, from an export you supply; it needs no connection to your drive.
What has been checked
Fully Powered AI wrote this capability template. It was editorially reviewed on 10 November 2026. It was tried once on its invented example, in Claude on 10 November 2026; that run was not fully blind, because the example's published output was in view, and the published trial record says so. It has not yet been tested in a client environment or as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing in your environment means running it on one real folder you already understand, plus hard cases written in advance: a file with no owner, two files with the same name and size, a file shared by link, a file shared with a group that its new folder does not include, a record in a restricted category. The coordinator checks every proposed destination and every owner against the rules before anyone relies on the plan. Pilot acceptance-test preparation sets those cases up, and what we test before we call an AI workflow ready describes the record we keep.
The full capability template
Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
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Next step
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