Overview

What you're building

A reusable workspace that reads each new incoming information, pulls out the facts that matter, matches names and items against your reference list, flags anything unknown or uncertain, and returns structured handoff in the same layout every time.

Why this setup

This is the same pattern whether you're matching people to roles, invoices to vendors, or tasks to owners: incoming information, extract, match against a source of truth, structured handoff. Keeping the reference list in the workspace means the AI looks things up instead of guessing, and a fixed output layout makes the result easy to review and act on.

The workflow architecture

• AI workspace

  Holds your instructions and reference files so you never re-explain.

• Reusable instructions

  Extraction and matching rules, including what to do when something doesn't match.

• Reference document

  Your reference list: the known names, roles, categories, or mappings the AI checks against.

• Document template

  A standard output layout so every result looks the same.

• Your review

  A quick check of flagged items and dates before anyone acts on them.

You haven't picked a tool yet, so this kit is platform-neutral. Both Claude and ChatGPT support this setup.

What to prepare

• □Two or three real past examples of the incoming information you receive (remove private details if you like).
• □The list you already rely on, even if it's in your head: names, roles, vendors, categories, or owners, with any identifying details.
• □What the person receiving the result needs to see, in the order they need it.
• □Which actions follow (add to calendar, assign, pay, file) and who takes them.

Build it once

1. 1Create a dedicated workspace named "Information-to-Action" in the AI tool you choose. Both Claude and ChatGPT call this a "Project". Claude offers Projects on all plans; ChatGPT availability depends on your plan.
2. 2Paste the main instructions block from this kit into the workspace's instructions.
3. 3Upload the reference files listed below, and start every future conversation from inside this workspace.
4. 4Fill in the Reference List template with the entries you use most often. Save it as a document and add it to the workspace's files.
5. 5Paste the Extraction & Matching Instructions into the workspace instructions, replacing the bracketed parts with your own fields.
6. 6Adjust the Output Layout so the columns match what your team needs, and paste it at the end of the instructions.
7. 7Share the workspace (or the instructions and reference list) with whoever will paste in each new incoming information.

Copy-ready materials

Edit anything in [BRACKETS]. Changes are kept when you save the kit.

REFERENCE LIST  (last updated: [DATE])
Use this list to identify people, items, or categories. If something isn't here, flag it.

[FIELD 1, e.g. Role / Category]  |  [FIELD 2, e.g. Name / Vendor]  |  [FIELD 3, e.g. Company / Account #]  |  [Contact]  |  [Notes / other spellings]
[ ]  |  [ ]  |  [ ]  |  [ ]  |  [ ]
[ ]  |  [ ]  |  [ ]  |  [ ]  |  [ ]

ALIASES: [Nickname or short form] = [Full name]
NOT TO BE CONFUSED: [Two similar names and how to tell them apart]

Each time I paste a new incoming information, do the following:

1. EXTRACT the facts: [FIELDS YOU CARE ABOUT, e.g. roles mentioned, names, amounts, dates, tasks, reference numbers].
2. MATCH every name or item against the REFERENCE LIST file. Match only on clear evidence (exact name, known alias, or identifying detail).
3. FLAG instead of guessing:
   - UNKNOWN: mentioned but not in the reference list.
   - AMBIGUOUS: could match more than one entry. List the options.
   - MISSING: a field I expect that isn't in the incoming information.
4. DATES: list only dates that are written in the incoming information. Mark any date that is implied, relative ("next Tuesday"), or tentative as NEEDS CONFIRMATION. Never invent a date.
5. Return the result using the OUTPUT LAYOUT below. Do not add advice or extra commentary.

You cannot update calendars, send emails, or change records. Produce the result for a person to review and act on.

OUTPUT LAYOUT

SUMMARY: [one line: what this is about]

MATCHED
[Field 1] | [Matched entry] | [Contact / detail] | Source: "[short quote]"

DATES
[Date] | [What it's for] | Confirmed / NEEDS CONFIRMATION

NEEDS REVIEW
- UNKNOWN: [name or item]
- AMBIGUOUS: [item] could be [A] or [B]
- MISSING: [expected field]

NEXT ACTIONS (for a person to do)
- [ ] [Action] — [Who]

BEFORE ACTING ON THE RESULT
□ Every item under NEEDS REVIEW is resolved or sent back to the sender with a question.
□ Each matched entry has a source quote that supports it.
□ Every date marked NEEDS CONFIRMATION has been checked against the original incoming information.
□ New people or items that came up are added to the reference list (with today's date).
□ Calendar entries, assignments, or payments are made by a person, not assumed done.

How to test it

1. 1Paste a past incoming information where you already know the right answer and compare the result.
2. 2Paste one that mentions a name or item that is NOT on your list and confirm it is flagged as UNKNOWN.
3. 3Paste one with a relative date ("next Friday") and confirm it is marked NEEDS CONFIRMATION.

Success looks like

• ✓ Known entries are matched correctly with a supporting quote.
• ✓ Nothing missing from the list is filled in by guesswork.
• ✓ The result uses the same layout every time.

How to use it next time

1. Open the workspace and paste the new incoming information.
2. Read the NEEDS REVIEW section first and resolve anything flagged.
3. Check dates marked NEEDS CONFIRMATION against the original.
4. Take the approved next actions yourself (calendar, assignments, filing).
5. Add any new names or items to the reference list so next time they match.

Troubleshooting

It matched someone who wasn't actually mentioned.

Add to the instructions: "Only list a match if you can quote the text that supports it." Add aliases to the reference list.

It invents dates or calculates them.

Re-paste rule 4 and add: "If a date is not written out, write NEEDS CONFIRMATION instead."

Results look different each time.

Make sure the Output Layout is inside the instructions, and ask it to "use the OUTPUT LAYOUT exactly".

The reference list is out of date.

Put a 'last updated' date at the top and update it whenever an UNKNOWN turns out to be a regular.

Limitations, privacy & safety

• · The AI only knows what's in your reference list and the information you paste. It can't look people up elsewhere.
• · It does not add calendar events, send messages, pay invoices, or update records. A person takes those actions.
• · Long or messy inputs can cause missed details, so always use the review checklist.

Privacy & safety

• · Reference lists often contain names and contact details. Share the workspace only with people who should see them.
• · Remove account numbers or personal information you don't need for matching.