What is vault-management?

This Claude skill provides comprehensive management for Obsidian vaults, serving as a centralized knowledge base for AI agents. It automates file organization, directory structuring, and metadata tagging, solving the problem of manual information management and ensuring data consistency across complex AI workflows.

When should I use vault-management?

vault-management is useful in the following scenarios: • Automated Workflow Management: Moving files between folders like 'Needs_Action', 'Plans', and 'Approved' to reflect real-time project status changes and task progression. • Knowledge Base Standardization: Enforcing strict file naming conventions and frontmatter templates for consistent data indexing, making information retrieval faster and more reliable. • Dynamic Dashboard Maintenance: Automatically updating a central Dashboard.md file to provide a high-level overview of pending actions, recent activities, and financial summaries. • Audit and Log Management: Generating and organizing daily audit logs in JSON format to maintain a transparent record of AI agent operations and decisions.

name	vault-management
description	Manages the Obsidian vault structure, file operations, and folder organization for the Personal AI Employee. Use when creating, moving, or organizing files in the vault, managing folder structures, or maintaining the knowledge base.
allowed-tools	Read, Write, Edit, Glob, Grep, Bash

Vault Management Skill

This skill provides comprehensive management of the Obsidian vault that serves as the Personal AI Employee's knowledge base and operational dashboard.

Vault Structure

The standard vault structure for the AI Employee:

AI_Employee_Vault/
├── Dashboard.md              # Real-time status overview
├── Company_Handbook.md       # Rules and guidelines
├── Business_Goals.md         # Objectives and KPIs
│
├── Inbox/                    # Raw incoming items
├── Needs_Action/             # Triaged items requiring processing
├── Plans/                    # Task plans and workflows
├── Pending_Approval/         # HITL approval queue
├── Approved/                 # Cleared for execution
├── Rejected/                 # Denied actions
├── Done/                     # Completed and archived
│
├── Accounting/               # Financial records
│   ├── Current_Month.md
│   ├── Budget_Status.md
│   └── Subscriptions.md
│
├── Briefings/                # Generated reports
│   └── YYYY-MM-DD_*.md
│
├── Logs/                     # Audit logs
│   └── YYYY-MM-DD.json
│
├── Contacts/                 # Contact information
│   └── *.md
│
└── Templates/                # Document templates
    └── *.md

Core Operations

File Creation

When creating files, always include proper frontmatter:

---
type: [type]
created: [ISO timestamp]
status: [status]
---

File Movement

Move files between folders to indicate status changes:

Needs_Action/ → Plans/ (planning started)
Plans/ → Pending_Approval/ (needs human review)
Pending_Approval/ → Approved/ (cleared to execute)
Approved/ → Done/ (execution complete)

Dashboard Updates

Keep Dashboard.md current with:

Pending action count
Approval queue status
Recent activity log
Current financial summary

File Naming Conventions

Type	Pattern	Example
Email	`EMAIL_[id].md`	`EMAIL_abc123.md`
WhatsApp	`WHATSAPP_[contact]_[date].md`	`WHATSAPP_john_2026-01-07.md`
Finance	`FINANCE_[type]_[date].md`	`FINANCE_transaction_2026-01-07.md`
Plan	`PLAN_[subject].md`	`PLAN_invoice_client_a.md`
Approval	`[TYPE]_[subject]_[date].md`	`PAYMENT_Client_A_2026-01-07.md`

Reference Documentation

For detailed API and operations, see reference.md

For usage examples, see examples.md

Helper Scripts

scripts/init_vault.py - Initialize vault structure
scripts/cleanup.py - Archive old completed items
scripts/backup.py - Create vault backup

vault-management

When & Why to Use This Skill

Use Cases