Automate Your Business Files with Claude Cowork 🤖

at this point you have probably heard of, I hope so, AI and even automation.

But you, you might find yourself in a situation that.

Okay, but how do I actually use that on my day to day business life?

You are probably only using it or mostly using it, interacting with the chat be that chatgpt or chat on cloud or any other.

LLM AI model.

And this series of videos I'm going to use examples of how you can actually get started summers, more.

all of them 100% doable for beginners.

And today I'm going to point AI at Real Business folder, Real business files connect to my Google Drive and my Gmail and have it clean up.

Tell me what's missing.

Act on it live or live.

Whatever it finds, it finds.

This is a example so I'm not going to be exposing any sensitive data.

So this is the folder that I have for this example.

Most of us will have folders like that on a business level or even on a personal one to be honest.

And what I want is with Claude Cowork.

When you start with Claude you see that you have three main sub pages.

First one is chat.

That's the one that you probably use the most and co work and code.

and chat is pretty much you like asking questions.

but most of the time it's not taking action for you on Cowork and code will actually take action for you.

Be that on demands, on a schedule and for us to get started.

You just click on a new task and this is what should prompt you to do.

And this is very important because that's where you select.

And at this point I already have Google Drive and Google Calendar as connectors.

But this is a major and important point for you.

You can see that I have many others.

but the one that I want you to start with is Gmail, Google Calendar and Google Drive just because it's very likely that you use it on your business daily life and it's going to be very handy in this.

So you're probably gonna have to go through connectors, add connector, browse connectors and here if you search for drive it's gonna show you Google Drive.

Same for Gmail and Google Calendar.

You're probably gonna have to click plus here I won't because I already have it.

And it's gonna just gonna prompt you to log in and give access to what you need to give access to.

And our goal will be to point, Claude, cowork into this folder and have it clean up.

tell us what's missing, act on it for us.

So this is the first step.

Connect Google Drive in Gmail.

That's what we have done.

Then we want to point it at the first, at the folder and prompt it.

I'll give you the prompt here.

So here's the prompt.

Use my Google Drive folder called Demo Business and I want you to clean up.

and here is something that might not be that crucial for this example that I'm recording but for your real use case you might want to consider that which is before you change anything, show me your plan and wait for my approval and never delete without asking because we are saying it here that we want them to flag it, not delete it but just to make sure redundancy for.

So ask before acting.

This is what we want.

This is going to be very important in the future for us which project or folder to work on not for this video.

and here is the model that we want to use.

let's go with opals 4.8.

And click Go.

So it's thinking and it should start asking you for permission and interacting with you at any moment.

This is the step that we are Step two.

You see it's loading or getting ready to use the tools that we have.

Because I did the first step successfully which you must do as well which is have the Google Drive and Google Gmail connectors installed.

So I approved.

And this is now looking for that folder in the Google Drive.

Found it and it's now going through the inventory.

See, you are seeing now the progress that Cloud cowork is listing here.

And it's already have some question for us.

And this is a very important one.

The drive tools can read, copy and create, but cannot rename, move or delete.

So it's asking you how you want it to reorganize.

I'll say copying to subfolders.

And it's asking you about password hints do not share.

It's also something that I placed on purpose for us to be prompt about it.

Leave untouched.

Just flag move unopened to sensitive folder.

I'll go with two.

It's also asking us about the receipts and CSV data files.

Where should it create new subfolders?

to accommodate for that, let's go with receipts, assets.

It's in.

It's now listing everything that's in the folder notes.

And the sensitive.

This is very important Password hint appears to contain login password hints.

I have not opened it and won't.

This is crucial.

Leave it exactly where it is and just flag it.

And these are the questions that it asks us.

I just want to show you something in the connectors, Sometimes all you have to do is change or give more access to tools within each connector.

But in this case, we really don't have those.

It's not an issue of we are not giving enough permission.

It's Google Drive did not have those permissions at all.

It's not us that we are not giving the permission.

Now it's working through our questions.

You can see here the progress.

Allow always allow.

going through the images.

You see image that didn't say anything about.

Already started to organize.

You can see here the subfolders being created.

And those files, the ones that belong somewhere will be placed here.

You can see as it's happening.

As you can see it's finalizing here copying the last files.

And just so we remind ourselves this was the or the final part of the prompts that I that I gave and on my books it's acting accordingly.

So it's renaming the files into this format.

You can see it here.

Creating the subfolders.

It's flagging instead of deleting.

If it looks suspicious, it's not opening, just flagging it.

And the thing that it's not ready yet or it's actually doing right now is the summary MMD file.

And it did not delete anything without asking.

So let's see how it finishes.

You have here already the summary MD.

And if we open it, This is the summary that it prepared for us.

The contracts, invoices, receipts.

And all the other folders.

It's already flagging something as overdue or three contracts or invoices that are overdue.

It's claiming that we have outstanding receivables, about $10,000 flags.

There are two duplicates.

The file name mismatch, content mismatch.

The invoice 1043 it says April, but it's actually May.

The sensitive one, it was one of the first things it flagged for us.

The outdated contract was replaced and it's on the junk candidates.

We can choose if we want to delete or not.

It didn't delete for us, So we can now ask questions such as are all the files not in any subfolders.

To be deleted?

Meaning we have copies renamed of all of them in the respective subfolder.

This is number one.

I want to ask about this.

Did you correct it already?

And I did not understand this?

Let's ask for follow up.

Can you explain this?

One of the main benefits of having this capability, the let's say this AI capability in a chat format instead of a deterministic workflow, is that it allows you to go back and forth, at all times.

If you had a workflow that let's say would check and organize your folders every week, you would not be able to go back and forth with it.

So this agentic way where it also gives you the chat interface is a huge plus.

And it came back to us pretty much saying that all the files have a copy already into the correct subfolder with the proper name except for the duplicated one.

And it did correct the name of the renamed copy file.

that was confused saying April when it was actually May.

And the data quality was just saying that we did not have value for maybe.

and here we having it flagging for us.

the issue with the third line which is a community 4,5K not in the CSV because it has not been paid yet.

And that's the next follow up.

Follow up we want.

It's my second question or my second prompt and I'll also make it available for you.

This is what I want to ask, which clients have I not invoiced recently and what payments or deadlines are coming up in the next 30 days.

Show your sources.

Actually I don't want it to look into the other files on my Google Drive accounts because I have other clients.

I don't want this to show up here.

So instead of having it say in my connected drive, I'll just erase this in this folder only and now let's go for it.

Here's the type of output it can give you and can help you generate or collect money.

So it's already said client not invoice recently missing or overdue invoices assuming monthly billing per contract.

And show us all the cases, the sources and deadlines in the 30 days domain review.

This is important flag to do urgent and there is a key decision for bluepeak discount negotiation pending.

So let's check this thing for instance here The discount negotiation pending.

See there was a file saying service agreement bluepig.

And the retainer payments due renew notice window 45 days before end dates and client request a discount not yet signed so it flagged correctly.

And now for the final to do here.

I would say for anything you flagged as overdue or needing follow up draft a short friendly but firm email per client in Gmail.

Use the real names and amounts from the files.

Save it as drafts do not send and for that if you don't have the connector Gmail you must have it.

So add connector Browse, browse And then you'd go here for Gmail.

I already have it so I can send this message and let's see what it come up with.

And when you do add your Gmail.

This is what I recommend for the read only tools it's okay to have allowed always.

But for the write and delete I would set up as need approval.

And.

Let's see the response So it's saying that it doesn't have the email contact for some of the contacts.

so just say, just save the drafts with the emails you do have and when you don't, just leave it blank so I can show you what those drafts, look like.

It's actually here.

So for instance, for Bluepeak Logistics.

Hello.

As we head into Q3, I wanted to circle back on the discount you asked for.

And it's pretty much asking for a time, for us to present the proposal.

And for this client it's saying that, there's an overdue invoice and a proposal.

Great.

To catch up on the call on May 6.

The invoice for May 6 is now overdue.

Could you check if there's something wrong on your end?

And also a lead routing automation proposal.

And we are, checking if the client's ready to move on.

Finally, Riverstone Dental Group also about an invoice, follow up which was due on April 30th and it's now asking permission to create those drafts on Gmail.

Let's grant the permission and see what the final result is.

And as you can see here we have the three drafts, follow up for invoice 1043, follow up for invoice 3001 and the Q3, price discussion.

will just add one more thing because it's important.

This will come up more often when I do more of these videos.

But it's the feature of turning this let's say session into a schedule or into a skill.

You can transform this, everything that we did, like the organizing folder and checking for invoices that are open, crafting follow ups as drafts.

You can turn everything into a skill The other thing is automate this into a schedule to run every.

And then when you click here you just explain it in the chat.

Let's say I want this to run every Monday at 9:00am Eastern Time.

The one thing with the schedules on Cloud Cowork is you do have to have this of course your computer open and the application is open and live as well.

And then it's gonna prompt you back.

So I want both these.

And you will see that this will be on the schedule folder.

It's now creating the task or the schedule task for you and you can read the details here.

So you have two tasks, weekly invoice check and weekly cleanup for that folder specifically.

And this is the summary you can confirm when you click here and you go to scheduled.

You can see those two are scheduled to run on every Monday 9am.

And that's it.

this was was useful for you.

Putting myself on your shoes, being overwhelmed with AI news.

Every time you open social media or any article will be talking about AI and you start to get so some fomo.

Right.

How can I implement this on purpose for real on my business?

This was just one example.

I will keep coming back to videos like this with more, better examples as well.

And for all of those I'll make sure that it's doable for you.

And we are in a time now that pretty much anything is doable.

All right, if you're not subscribed yet, please do subscribe like the video and drop a comment on what would you like to see next?

Cheers.