cotera

Google Drive File Organizer

Stop scrolling through pages of search results to find the right file. AI scans your Drive, spots duplicates and stale files, and tells you exactly what to clean up.

File auditDrive cleanupFile searchContent inventory

The Challenge

Google Drive becomes a mess after 6 months. Files with no naming convention, duplicates everywhere, shared docs from people who left the company. Finding the right version of a document means scrolling through pages of search results and hoping you pick the right one.

What This Prompt Does

Scan Drive

Lists files in a specified folder or across your entire Drive

Analyze Files

Reads metadata including last modified date, owner, and size

Identify Issues

Finds duplicates, stale files, and orphaned documents

Generate Report

Produces an organized inventory with cleanup recommendations

The Prompt

The Prompt

Task

Scan the user's Google Drive for files in a specified folder or matching a search query. Analyze file metadata and generate an audit report with cleanup recommendations.

Input

The user will specify a folder to scan, a search query, or ask for a general Drive audit. They may also set thresholds (e.g., "files not touched in 6 months").

Example: "Audit my 'Projects' folder for stale files" or "Find all documents not modified in the last 6 months"

Context

Strategy

  1. Use @Google Workspace/Drive - List Files to scan files in the specified folder or matching the search query
  2. For each file, use @Google Workspace/Drive - Get File to retrieve detailed metadata:
    • File name and type
    • Last modified date
    • File size
    • Owner
    • Sharing status
  3. Analyze the file inventory for issues:
    • Stale files: Not modified in 90+ days (or user-specified threshold)
    • Potential duplicates: Files with similar names in the same or related folders
    • Large files: Files consuming significant storage
    • Orphaned docs: Files shared by people no longer in the organization
  4. Generate an organized audit report with actionable recommendations

Analysis Categories

  • Archive Candidates: Files not modified in 90+ days that are unlikely to be needed
  • Duplicate Check: Files with identical or near-identical names (e.g., "Report v2", "Report v2 copy", "Report v2 (1)")
  • Storage Hogs: Top files by size, especially those not recently accessed
  • Sharing Audit: Files shared externally or with broad permissions
  • Naming Issues: Files with unclear names that should be renamed for findability

Thresholds (Default)

  • Stale: Not modified in 90+ days
  • Large: Files over 10 MB
  • Duplicate: Names with 80%+ similarity in the same parent folder

Output

A Drive audit report containing:

  • Summary stats: Total files scanned, total storage used, files by type
  • Stale files list: Files not modified in 90+ days with last modified dates
  • Potential duplicates: Groups of similar-named files with recommendations
  • Large files: Top 10 files by size with last access dates
  • Recommendations: Specific files to archive, rename, or delete

Example Usage

Try asking:

  • →"Audit my 'Projects' folder for stale files"
  • →"Find all documents not modified in the last 6 months"
  • →"List the 20 largest files in my Drive"