Obsidian Gemini processing workflows, Validate each command before executing it. It is strongly recommended to use a version control system (Git) in your Obsidian vault to visualize and revert changes made by the agent.

inbox_processing_workflow.md

Inbox Processing Workflow

Principles

The goal is to consistently keep the 000_Inbox at zero, deliberately processing each item to ensure nothing is lost and everything has an associated place or action. Attention span is a finite resource, and this workflow seeks to optimize its use.

Manual Triage Flow (Classic GTD)

This is the process for each item when processing the Inbox manually. Open each note, one by one, and follow this decision tree without moving to the next until action has been taken on the current one.

1. What is this? and Is it actionable?

A) NOT Actionable

• Trash: Is it irrelevant or a bad idea?
  • Action: Delete.
• Reference: Is it useful information for the future?
  • Action: Move to 300_Resources.
• Postpone: Is it an idea for "someday/maybe", but not now?
  • Action: Add the #someday tag and move to 200_Areas/someday_maybe/.

B) YES Actionable

Proceed to the next question:

2. What is the Next Action? Does it require multiple steps?

• It is a Project (requires multiple actions to complete and has a goal/end date):

  • Action:
    1. Create a new project note in 100_Projects/.
    2. Transfer the essential information from the idea to the project note.
    3. Define the next action as a checkbox - [ ] in the project note.
    4. Delete the original note from the Inbox.

• It is a Single Task (can be completed in one action):

  • Action: Can you do it in less than 2 minutes?
    • Yes: Do it immediately. Then, delete the note from the Inbox.
    • No: Move it to your task system (e.g., the ## Tasks section of your current daily note, relevant project note, or an area task list).

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AI-Assisted Processing Flow (Gemini)

This is the collaboration framework for processing the 000_Inbox with Gemini.

1. Analysis and Context Phase

• Request: Ask Gemini to analyze the content of 000_Inbox and all recently modified notes to understand the full context, active projects, and recent themes.

  Technical Implementation

  1. Get Global Context (Recent Files):

     find . -type f -name "*.md" -mtime -7 -not -path "*/.*"

  2. List Inbox:

     ls -F 000_Inbox/

  3. Read Note Content (Inbox + Key Context):

     cat 000_Inbox/*.md
     # And read content of relevant recent files detected in step 1

2. Classification Proposal Phase

• Gemini Proposal (Card Format): Gemini must generate a list of "Processing Cards" for each item. Required format:

  Item: [Filename]

  • Classification: (e.g., Task, New Project, Trash, Reference)
  • Value Added: (Brief justification)
  • Recommended Action: (Concrete steps: move to X, create task Y, etc.)
  • Estimation: (Time to process / Time to complete task)

• Process Log:

  • Create a file in 200_Areas/system_reviews/ named YYYY-MM-DD_inbox_triage_log.md.
  • Record the proposed cards and final decisions there.

• User Decision: Review the proposed cards in the log and approve or modify the actions.

3. Assisted Execution Phase

• For each item, once the action is agreed upon, Gemini executes it. Typical actions include:
  • Integrate as Task: Add an actionable task with a clear goal (e.g., "Research X to understand its application in Y") to a project note (100_Projects/) or an area task list (200_Areas/).
  • Create New Project: Create a new project note in 100_Projects/ and structure the initial project information.
  • Content Creation (Incubation): If a content idea (e.g., blog post) has potential but is not ready to be an active project, move the note to 200_Areas/content_creation/blog/ for incubation and future development.
  • Suggest Tags (Tagging): Analyze the note content and propose relevant tags (#tags) to improve classification and future discovery. Add tags with user approval.
  • Archive as Resource: Move the note to 300_Resources/ (e.g., 310_Languages/Go/ or 350_Concepts/).
  • Postpone: Move the note to the 200_Areas/someday_maybe/ folder and tag it appropriately (e.g., #someday).
  • Delete: Delete the file if it is not relevant.
  • Link Management: Before deleting or moving files, Gemini must search for and update any internal links pointing to the processed file to prevent broken links.
  • Clear Inbox: Delete the processed note from 000_Inbox.

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This systematic process ensures that every piece of information is evaluated and placed in its correct location, maintaining clarity and trust in the system. It is a dynamic working agreement to manage the flow of information effectively.

incomplete_tasks_workflow.md

Incomplete Tasks Review Workflow

Principles

1. From Accumulation to Action: The goal is to transform a long list of pending tasks into a short, clear list of high-impact actions.
2. From Maintenance to Strategy: This flow is not just for "cleaning" the list. It is a strategic review to ensure efforts align with current objectives, identifying not only what is written but also what is missing.
3. Clarity as Priority: The final result should be a drastic reduction in cognitive load, providing an immediate and focused "plan of attack".

This process is ideal to be performed weekly (as part of a "Weekly Review") or whenever there is a lack of clarity about next actions.

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Strategic Review Flow (AI-Assisted)

1. Collection and Context Phase

• User Request: Ask Gemini to start the "Incomplete Tasks Review Workflow".

• Gemini Action: Execute a three-step process to build a complete and contextualized picture of recent activity.

  1. Define Context Universe: First, identify all Markdown files modified in the last 7-14 days. This set of files defines the scope of the review.
  2. Absorb Holistic Context: Next, read the full content of all files in the context universe. This provides a deep understanding of ideas, progress, and current focus themes, beyond formalized tasks.
  3. Extract Task Data: Finally, extract a detailed list of completed (- [x]) and incomplete (- [ ]) tasks only from the files identified in step 1.

  At the end of this phase, a total understanding of recent activity is achieved, along with precise lists of associated tasks.

Technical Implementation of Collection

To ensure accuracy, the process relies on the following commands:

1. Identify recent files:

   find . -type f -name "*.md" -mtime -7 -not -path "*/.*"

2. Extract tasks from those files:
   • Incomplete:

     find . -type f -name "*.md" -mtime -7 -not -path "*/.*" -print0 | xargs -0 rg --line-number -F -- '- [ ]'

   • Completed:

     find . -type f -name "*.md" -mtime -7 -not -path "*/.*" -print0 | xargs -0 rg --line-number -F -- '- [x]'

   • -F: Searches for the literal text string, avoiding errors with special regex characters ([ and ]).
   • --line-number: Provides context for the exact location of the task.
   • -not -path "*/.*": Excludes hidden files or folders (like .git or .obsidian).

Process Log

For auditing and continuous improvement, a log file will be created for each execution:

• Location: 200_Areas/system_reviews/
• Name: YYYY-MM-DD_task_review_log.md
• Content: Will include YAML frontmatter, headings, collapsible details (<details>) with the raw output of collection commands, the "Agent Analysis" section (reasoning), the "Strategic Proposal" presented to the user, and a log of executed actions.

2. Analysis and Diagnostics Phase

Once information is collected, Gemini performs a silent analysis to evaluate the "health" and "completeness" of the current plan:

• Identify Duplicates: Find redundant tasks across different notes.
• Detect Obsolete Tasks: Identify tasks that are no longer relevant.
• Evaluate Actionability: Flag vague or non-actionable tasks.
• Identify "Missing Steps" (Gap Analysis): Based on project objectives, detect logical and necessary actions that haven't been created as tasks. (e.g., If a project plans a 'launch', is there a task to 'prepare the production environment'?).

3. Strategic Proposal Phase

Gemini presents a clear and readable report, divided into two main sections:

A. Existing Tasks Review

For each relevant or problematic task, a Task Card will be presented:

Task [N]: [Task Text]

• Location: path/to/file.md
• Diagnosis: (e.g., DUPLICATE with another task, KEY ENABLER for project Y, VAGUE TASK)
• Value Added (1-5): 4
• Estimated Time: (e.g., < 30 min, 2 hours, 1 day)
• Recommended Action: (e.g., Merge this task into project_Y.md, Rewrite as 'Research API Z', Delete due to obsolescence).

B. New Task Suggestions

Based on gap analysis, new tasks will be proposed with a justification:

New Suggested Task [N]: [New Task Text]

• Associated Project: project_name.md
• Justification: I noticed project X plans a deployment, but there are no tasks for integration testing. This task would cover that gap.
• Estimated Time: (e.g., 4 hours)
• Recommended Action: Add this task to the project note.

• User Decision: The user reviews the cards and suggestions, approves or modifies the recommended actions.

4. Execution and Focus Creation Phase

Once actions are agreed upon, Gemini executes them (merge, delete, add tasks). Finally, as a culminating step:

• Generate Focus List: Gemini presents a clean and prioritized "Focus List". Prioritization will be based on a combination of Value Added, Estimated Time, and Dependencies to identify not only the most important tasks but also possible "quick wins" to generate momentum. The list will contain the 3-5 tasks that make up the "plan of attack" for the next day or week.

• Inbox Processing Workflow - GTD-style system to keep your inbox at zero, with AI classification of notes to projects, resources, or someday/maybe lists.

• Incomplete Tasks Review Workflow - weekly review that analyzes your tasks, identifies gaps, detects duplicates, and generates a focused "plan of attack" with your highest-priority actions.

Both workflows combine classic productivity principles (GTD, weekly reviews) with AI assistance to reduce cognitive load and maintain system trust. They use command-line tools (find, ripgrep) to analyze your vault and generate processing recommendations in an easy-to-review card format.

Use at your own risk. Validate each command before executing it. It is strongly recommended to use a version control system (Git) in your Obsidian vault to visualize and revert changes made by the agent.

Any suggestions to improve these workflows are appreciated.