sf-agent-framework

# Document Folder Management Utility - Agent Instructions ## Purpose This utility provides instructions for AI agents to generate automated document folder structure creation and management solutions for Salesforce projects, ensuring consistent organization across all implementations. ## Agent Instructions ### When to Generate Document Management Generate document management components when: - Projects need standardized folder structures - Teams require consistent documentation organization - Workflows need automated folder creation - Document templates need proper organization - Multi-team projects need shared structure - Compliance requires specific folder hierarchies - Artifacts need systematic storage ### Core Components to Generate #### 1. Folder Structure Manager Generate a class that: - Creates standardized folder hierarchies - Validates folder naming conventions - Ensures required folders exist - Manages folder permissions - Tracks folder usage and contents - Archives old project folders Key capabilities: - Role-based folder templates - Workflow-specific structures - Dynamic folder creation - Permission management - Usage analytics - Cleanup automation #### 2. Document Organizer Create components that: - Categorize documents by type - Apply naming conventions - Move files to correct folders - Maintain document indexes - Track document versions - Generate folder README files #### 3. Template Manager Implement template handling for: - Document templates per folder - Folder-specific README templates - Index file generation - Metadata tracking - Template versioning - Custom template creation ### Configuration Requirements #### Folder Structure Configuration ```yaml folder_structures: # Core Management Folders project_management: - planning/ - planning/roadmaps/ - planning/timelines/ - planning/budgets/ - status-reports/ - meeting-notes/ # Technical Documentation technical: - architecture/ - architecture/solution-design/ - architecture/data-models/ - architecture/integration/ - architecture/security/ - api-documentation/ - code-documentation/ # Business Documentation business: - requirements/ - requirements/functional/ - requirements/non-functional/ - requirements/user-stories/ - process-flows/ - business-cases/ # Quality Assurance quality: - test-plans/ - test-cases/ - test-results/ - bug-reports/ - performance-reports/ - quality-metrics/ # Deployment & Operations operations: - deployment-guides/ - runbooks/ - monitoring/ - incident-reports/ - maintenance-logs/ - backup-procedures/ ``` #### Metadata Configuration ```yaml Document_Metadata__c: - Document_Name__c (Text) - Folder_Path__c (Text) - Document_Type__c (Picklist) - Created_Date__c (DateTime) - Last_Modified__c (DateTime) - Author__c (Text) - Version__c (Text) - Tags__c (Multi-Picklist) Folder_Structure__c: - Path__c (Text) - Parent_Folder__c (Lookup) - Folder_Type__c (Picklist) - Required__c (Checkbox) - Description__c (Text Area) - Template_Files__c (Long Text) ``` ### Implementation Patterns #### Role-Based Structure Pattern 1. Define role-specific folders 2. Map roles to folder sets 3. Create on role activation 4. Validate completeness 5. Track usage by role #### Workflow-Based Pattern 1. Define workflow folder needs 2. Create structure on workflow start 3. Add workflow-specific folders 4. Ensure handoff folders exist 5. Archive on completion #### Dynamic Creation Pattern 1. Monitor document creation 2. Detect missing folders 3. Create folders as needed 4. Apply permissions 5. Update indexes ### Folder Creation Logic #### Base Structure Creation ``` 1. Check for base docs/ directory 2. Create if missing 3. Apply base permissions 4. Create root README 5. Initialize folder index ``` #### Role-Specific Creation ``` For each active role: 1. Get role folder template 2. Check existing folders 3. Create missing folders 4. Copy template files 5. Set permissions 6. Update role index ``` #### Validation Process ``` 1. Scan folder structure 2. Compare to requirements 3. Identify missing folders 4. Check naming compliance 5. Verify permissions 6. Report discrepancies ``` ### Document Organization Rules #### Naming Conventions - Use lowercase with hyphens - Include date prefix for versions - Add status suffix when needed - Follow pattern: `{date}-{type}-{name}-{status}` - Example: `2024-01-15-requirements-phase1-draft` #### Categorization Rules - Technical docs → technical folders - Business docs → business folders - Test artifacts → quality folders - Deployment docs → operations folders - Meeting notes → project management #### Version Control Integration - Track document versions - Maintain version history - Link to source control - Tag major versions - Archive old versions ### Automation Features to Implement #### Auto-Organization 1. **Document Scanner** - Scan for new documents - Identify document type - Determine target folder - Move to correct location - Update indexes 2. **Folder Monitor** - Watch folder changes - Validate structure - Alert on violations - Auto-correct issues - Report metrics 3. **Cleanup Automation** - Identify stale documents - Archive old projects - Remove empty folders - Compress large files - Generate reports ### Integration Requirements #### CI/CD Integration - Include in build process - Validate folder structure - Check document completeness - Generate documentation - Package artifacts #### Collaboration Tools - SharePoint sync - Google Drive integration - Confluence export - Teams/Slack notifications - Email alerts #### Salesforce Integration - Files/Attachments sync - Knowledge article links - Chatter folder updates - ContentDocument mapping - Library management ### Best Practices to Implement 1. **Structure Standards** - Maximum 3 levels deep - Clear folder purposes - Consistent naming - Logical grouping - Easy navigation 2. **Documentation Standards** - README in each folder - Template availability - Clear descriptions - Usage examples - Maintenance guides 3. **Access Control** - Role-based permissions - Folder-level security - Read/write controls - Audit trail - Regular reviews 4. **Maintenance Practices** - Regular cleanup schedules - Archive strategies - Size monitoring - Performance optimization - Backup procedures ### Error Handling Instructions Handle these scenarios: 1. Permission denied errors 2. Path length limitations 3. Invalid characters in names 4. Disk space issues 5. Network folder access Recovery strategies: - Graceful error messages - Alternative path suggestions - Permission escalation - Space cleanup options - Retry mechanisms ### Monitoring and Reporting Generate reports for: - Folder structure compliance - Document organization metrics - Storage utilization - Access patterns - Cleanup recommendations Dashboard metrics: - Total documents by type - Folder utilization rates - Growth trends - Compliance scores - User activity ### Advanced Features to Consider 1. **AI-Powered Organization** - Auto-categorization - Smart folder suggestions - Content-based filing - Duplicate detection - Relevance scoring 2. **Workflow Integration** - Automatic handoffs - Status-based organization - Approval folder routing - Stage gates - Completion triggers 3. **Search Enhancement** - Full-text indexing - Metadata search - Tag-based retrieval - Related documents - Smart recommendations