Scenario: File Management & Conversion Automation

When you specify target files, the agent converts, summarizes, organizes, and extracts data automatically. The agent streamlines daily document tasks, format transformations, and file cleanup routines.

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🎯 Objectives

• Perform complex file conversions with natural language prompts.
• Summarize large files and extract key insights quickly.
• Organize and categorize files systematically across directories.

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📋 Step-by-Step Guide

Step 1: Specify Target Files

Specify files by relative path, folder, or file name.

Specify by path:

Summarize the contents of "./documents/report.pdf".

Specify an entire folder:

Find all PDF files in "./downloads/" and summarize each file in one sentence.

Access uploaded files:

Files uploaded through the chat attachment button are accessible via built-in attachments__* tools:

Extract the key terms and deadlines from the attached contract document.

(The agent calls attachments__readAttachment or attachments__searchAttachments automatically.)

Step 2: Instruct File Operations

Describe your required file processing steps in plain language.

Summarize content:

Summarize the contents of "./documents/annual-report-2025.pdf".
Include the following sections:
- Key Achievements
- Financial Overview
- Future Roadmap

Convert format:

Convert the data from "./data/sales-2026.xlsx" into a Markdown table.
Include monthly revenue, net profit, and growth rate.

Extract structured data:

Extract action items from "./documents/meeting-notes.docx".
Format assignees and due dates into a table.

Step 3: Verify Results

Review the structured output generated by the agent.

Typical result format:

## 📄 File Summary: annual-report-2025.pdf

### Key Achievements

- Revenue increased by 15% year-over-year.
- Acquired 2,340 new customers.
- Launched 3 new products.

### Financial Overview

| Metric | 2025 | 2024 | Change |
| --- | --- | --- | --- |
| Revenue | $4.5M | $3.9M | +15% |
| Operating Profit | $800K | $600K | +33% |

### Future Roadmap

- Expand into overseas markets.
- Increase R&D investment to 5% of total revenue.

Step 4: Request Follow-up Actions

Refine or save the generated output.

Request revisions:

The summary is too concise. Expand the Financial Overview section.
Break down metrics by quarter and present them in a table.

Save to disk:

Save this result to "./summaries/annual-report-2025-summary.md".

Compare multiple files:

Compare "./data/Q1.xlsx", "./data/Q2.xlsx", and "./data/Q3.xlsx".
Analyze trends across these quarters.

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💡 Example Prompt Collection

Purpose	Prompt
PDF summary	"Summarize ./doc/report.pdf in one page."
Excel to Markdown	"Convert ./data/sales.xlsx into a Markdown table."
Document extraction	"Extract dates and payment amounts from ./doc/contract.pdf."
Batch rename	"Rename all image files in ./images/ to 'photo-001', 'photo-002'."
Folder cleanup	"Organize ./downloads/ by grouping files into subfolders by extension."
Text extraction	"Extract clean text from ./doc/scanned.pdf."
CSV conversion	"Convert raw text in ./data/raw.txt into CSV format."
Merge files	"Merge ./reports/2026-Q1.md and ./reports/2026-Q2.md into a single report."
Metadata extraction	"Extract all slide titles from ./doc/presentation.pptx."

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📁 Supported File Formats

Supported formats and typical operations:

Format	Supported Operations
PDF	Summarize, extract text, extract tables
DOCX	Summarize, convert format, extract text
XLSX / CSV	Convert tables, analyze data, generate charts
PPTX	Summarize slides, extract text and outline
Markdown	Summarize, convert, merge
Plain Text (.txt)	Summarize, parse, transform
Images	Extract text via OCR
JSON	Analyze structures, convert to tables

NOTE

Some file types require additional tool extensions or local utilities.

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⚙️ Configuration Tips

Create a File Specialist Assistant

1. Open /assistants and select New Assistant.
2. System prompt:

   You are a file management specialist.
   Analyze files quickly, summarize content, convert formats, and organize files.
   Present file structures clearly and output well-formatted results.

3. Enable file system tools (fs__*) and attachment tools (attachments__*).

Handle Large Files

When processing large documents:

Process "./large-document.pdf".
Do not process the entire file at once.
Divide the document by chapter and summarize each section step by step.

Connect to Automation

To schedule regular file maintenance:

1. Open /scheduled-tasks and select New Task.
2. Prompt: "Every Monday, summarize new PDF files in the /reports/ folder."
3. Configure the schedule interval and select the target assistant.

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🔗 Related Documentation

• Web Browsing Scenario — Download and process files from the web
• Automation Guide — Automate routine file processing schedules

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🚀 Next Steps

Project	Description	Difficulty
Automated Summary	Summarize all files in a folder automatically	⭐⭐
Conversion Pipeline	Convert diverse file formats into standard Markdown	⭐⭐⭐
Data Cleansing	Clean and normalize raw data files	⭐⭐
Backup Summaries	Generate key summaries before archiving files	⭐⭐
Scheduled Reports	Compile periodic reports from specified folders	⭐⭐⭐
File Classifier	Categorize files by extension and content tags	⭐⭐