Project File & Version Governor
End "which file is latest?" forever
Creates a consistent project folder template, enforces versioned file naming, and keeps a lightweight transmittal log so you can always prove what was issued, when, and to whom.
INGREDIENTS
PROMPT
Create a skill called "Project File & Version Governor" for an architecture practice. At project kickoff (or when I ask), you should: 1. Generate a standard folder structure by phase and discipline: 00_Admin, 01_SD, 02_DD, 03_CD, 04_CA, Consultants, Issued 2. Create a file naming convention cheat sheet with examples using the pattern YYYYMMDD-Issue-Rev## (or a pattern I specify) 3. Set up a transmittal log template with fields: date, recipient, version, scope, and notes 4. At every issue event, prompt me to update the transmittal log and lock the version in the Issued folder 5. Send weekly reminders to log any issued files and flag versions that look out of date If I report a "which file is latest?" confusion, trace it back through the log and tell me the answer.
How It Works
Architecture projects generate thousands of files across months or years. When
someone asks "which version did we issue?" or "is this the latest CD set?",
you need an answer in seconds, not a 20-minute folder archaeology session.
This recipe sets up a standard folder structure at project kickoff, enforces a
naming convention, and maintains a transmittal log that tracks every issue event.
What You Get
- Standard folder template: organized by phase and discipline (00_Admin, 01_SD, 02_DD, 03_CD, 04_CA, Consultants, Issued)
- File naming convention: cheat sheet with examples using a consistent pattern (YYYYMMDD-Issue-Rev##)
- Transmittal log template: date, recipient, version, scope — updated at every issue event
- Weekly reminders: prompts to log issued files and lock versions before they drift
Setup Steps
- Choose or customize the folder template for your practice's workflow
- Set your file naming pattern (default: YYYYMMDD-Issue-Rev##)
- Create the transmittal log at project kickoff
- Schedule weekly reminders to log and lock issued versions
Tips
- Set this up at project kickoff — retrofitting a naming convention mid-project is painful
- The transmittal log becomes invaluable during CA when someone claims they never received a revision
- Keep the naming convention simple enough that everyone actually follows it
- The "Issued" folder should be read-only after issue; it's your record of what went out the door