Find any past design or image in seconds

Step by step

1. Set up a simple folder system

   In Google Drive, create one 'Archive' folder with a subfolder per year, and inside that one folder per client project. Put final exports, not working files, here.

2. Start an archive log

   Make a Google Sheet with columns: date, client, project, file link, format, colours, style, subjects, usage rights, notes.

3. Let the AI tag each batch

   Upload a few finished images to your AI assistant with this prompt and paste the result into your sheet.

   Prompt to copyI'm cataloguing my finished design work. For each image I upload, give one row in a table with these columns: file name (I'll tell you: [file names in order]), format type (e.g. poster, logo, social post), main colours (up to 3 plain names), style words (up to 4, e.g. minimal, playful, vintage), subjects shown (up to 5), and a one-line description. Use consistent, simple words so I can search the sheet later. Output as a table I can paste into Google Sheets.

4. Add usage rights yourself

   Fill in the usage rights column by hand, for example licensed stock, client-owned or your own photo. The AI cannot know this.

5. Book a monthly archive slot

   Create a recurring Google Calendar event on the last Friday of each month to move finished work into the archive and tag it. If your ChatGPT plan includes scheduled tasks, set one to remind you with the prompt ready.

6. Search when you need something

   Use the sheet's filter or Ctrl+F for words like 'blue', 'logo' or a client name, then click the link to open the file.

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