• Mapping old components to GTD components
• High-level refactor architecture
• Practical implementation touches
• Benefits realised

Problem to solve │ GTD value delivered by the refactor —————————————–│———————————————– Files pour in from e-mail, scanners, etc.│ Guarantees step 1 Capture: every item lands in one trusted “Inbox”. Hard to decide what’s actionable. │ Adds scripted prompts/tags for Clarify (actionable? reference?). Folders/DB grow chaotic. │ Step 3 Organize into GTD lists & reference store keeps clarity. Things fall through the cracks. │ Step 4 Review job sends daily “Inbox count” + weekly review digest. Staff forget next steps. │ Step 5 Engage surfaces context-filtered Next Actions list.

---

1. #Mapping old components to GTD components

   Legacy element → New GTD role —————————— —————————————— C:\Inbound\ folder GTD Inbox (Capture) Filename classifier Auto-Clarify helper (decides Task vs Reference) SQL Server table Tasks list (Next, Waiting For, Projects, etc.) DB2 table or S3 bucket Reference archive Success directory Processed\Actionable\ (task created) Failed directory Processed\Reference\ (non-actionable docs) Skipped directory Processed\Someday\ 30-day cleanup Auto-archive “Done” tasks (>30 days) SMTP failure mail Daily “Inbox items” + Weekly Review digest

---

1. #High-level refactor architecture

   (Capture) (Clarify) (Organize) (Review) (Engage) Inbox folder ─▶ Classifier ─▶ INSERT Task OR Store Reference ─▶ Nightly/Weekly Jobs ─▶ User opens task list (AI/regex) + move file accordingly e-mail / dashboard

---

1. #Practical implementation touches

   • Storage choice: keep using DBI → SQLite table Tasks

   TaskID Title Context Project Status Due Created Completed AttachPath

   • Classify rule sample (Perl):

   if ($name =~ /\bWAIT\b/i) { $status='WaitingFor' } elsif ($name =~ /\bREF\b/i) { $status='Reference' } elsif ($text =~ /action\s+required/i) { $status='Next' } else { $status='Someday' }

   • Weekly Review cron:

   $pending = Invoke-SqliteQuery "SELECT * FROM Tasks WHERE Status='Inbox';" $next = Invoke-SqliteQuery "SELECT * FROM Tasks WHERE Status='Next' ORDER BY Due;" Build-HtmlDigest $pending $next | Send-MailKit -To $ReviewTeam

   • Contexts & Projects: derive from @Phone, @Office, or _P_Marketing tokens in filenames or first-line tags.

---

1. #Benefits realised

   1) Zero-friction capture of ALL docs/tasks.
   2) Single source of truth for Next Actions, Waiting For, Someday/Maybe.
   3) Automated Review ensures Inbox never stagnates.
   4) Re-uses ~90 % of the original code; mainly new SQL schema + classifier.
   5) Entire stack stays cross-platform and free of licence fees.