Building a “Second Brain” for Our Leadership Team

Building a “Second Brain” for Our Leadership Team — Need Advice

Hey everyone, has anyone solved a workflow like this before?

We’re building a “second brain” for the leadership team at Montessori Thrive.

The goal is not just to store docs, but to process them as they come in — add metadata.

Where we’re stuck is the trigger.

We have documents spread across multiple Google accounts, and we’re trying to consolidate everything into one main Google User account (leadership@). What we want is a very simple pipeline:

File gets dropped into one intake folder → that triggers processing automatically → Claude adds metadata and categorizes it → then it gets moved into the right place in the Leadership Drive.

Right now, we’re still stuck in a manual download → upload → reorganize loop, and that’s slowing everything down.

What we’re trying to avoid:

manual download / re-upload

having to keep telling the system what to do

any workflow that breaks unless a human babysits it

What we need:

a simple folder-based trigger

file transfer between Google accounts at scale

automatic processing during ingestion

ideally one workflow that handles both transfer and structuring

We’re open to scrappy solutions, automations, or even “we tried this and it was a disaster” stories.

Would love to hear how others have handled this.