Quick start Guide: The right way to set up agentic workflows

Claude CoWork connects to your files and tools, allowing you to automate complete multistep tasks. This report focuses on “starting up” – setting up skills in Claude CoWork.  Another step may be Claude Code, which helps in building code for websites, but for workflows, Cowork is the place to start, and no developer knowledge is required. 

Unlike using browser-based Claude’s memory in projects, Cowork relies on files in folders on your computer and builds specific code for each workflow.  Automated memory is good, but not good enough if you want to run your company on it.

Use this guide to set up Cowork’s basic instructions it uses every time, and the folders it uses to set up skills, the right way from the beginning. You will also understand key concepts that help Claude learn and work faster.

The six steps in the setup are as follows: 

1. Install the desktop app and choose a model – Sonnet  for now, Opus will suck up tokens and cost more right away. 
2. Create a dedicated Claude folder in Google Drive or Microsoft OneDrive.
3. Add short global instructions, including information about you and the company, safety rules, and your folder map.
4. Connect the tools Claude needs, beginning with Drive, email, and calendar.
5. Run one simple workflow, improve it, and save it as a skill.
6. Create an artifact when you want a small app or interactive tool rather than an automated action

Essentially, the global context and rules, and some kind of folder system will be used whichever agentic platform you are on, even if the user navigation and naming protocols are slightly different.  The “agent”  – even if you think of it and name it as an employee – is a set of rules, access, and context that you give it, using folders. It has automated memory like GPT and will learn about your needs cumulatively but selectively.  If you tell it what you need it  to remember and the folders you want it to use, it will do what you want better and faster,

STEP 1

First, install Claude on your desktop

1. Go to claude.com/login, choose Download, and install the Mac or Windows desktop app.  Mobile devices use the app from the App Store. 
2. Start with the Claude Pro plan. It’s about $20 a month. Move to a higher-usage plan only when you need more reasoning power.
3. Open the desktop app and choose Home. Use the Sonnet model for everyday work; reserve Opus for more demanding reasoning.
4. Check Settings and Usage whenever you want to see your current usage.
5. When and if you decide to use Claude Code, you click on the <> arrows to the right of the chat icon, and click on the chat icon to turn back to Cowork. Both have separate chat threads and will not be able to read eachother’s sessions. However, Code can use Cowork skills when you save them in a shared folder.

Know the basic pieces

Some of the technical language in Cowork is new:

TERM	WHAT IT DOES
Folders	Give Claude a clear home for company information, examples, skills, and outputs.
Chat	Tell Claude what to do and refine the work.
Connectors	Give Claude access to Drive, email, calendars, spreadsheets, WordPress, and other tools.
Skill	Save a repeatable workflow that Claude can run again.
Schedule	Run a saved skill daily, weekly, monthly, or on another cadence.
Artifact Model	An artifact is a piece of code – a lightweight app, calculator, dashboard, or interactive tool that others can use. The model is simply version of Claude you are using. Choose Sonnet. Opus 5 will burn too many credits to quickly for this level. Claude will also switch you to Opus without telling you. If you see usage “running out” check to the left of the chat and make sure you are still in Sonnet.

STEP 2

The two most important parts of the setup are the folder system and global settings. Start by creating folders in your drive or Microsoft 365 that Claude will access.

Create a Claude folder

Create one clearly named folder in Google Drive or Microsoft OneDrive, such as Claude Folder. This gives Claude a defined place to look first instead of roaming across your entire Drive.

Start with these subfolders inside the Claude folder

About Me: Company background, audience, value proposition, executives, website copy, URLs, and the tone you use.

Skills: Skill instructions, memory rules, reference files, and documents that govern how recurring workflows behave.

Style Guide: This is the writing guide. Include your best emails, newsletters, articles, sales letters, project briefs, 

Sales: Rate cards, media kits, value propositions, objections, analytics, promotions, and approved sales messages.

Brand Guidelines: Always helpful to have your logo, fonts, and other style guides in one place. 

Marketing: This is for anything under the marketing umbrella

Subfolders

Some folders also have subfolders within folders. A typical set includes:  sources, templates, working, and outputs: 

• Sources: Information Claude will read—survey data, interviews, publisher examples, background documents.
• Templates: Approved structures Claude should copy—newsletter format, article structure, sales-letter template.
• Working: Drafts and temporary materials that may change or be discarded.
• Outputs: Completed, reviewed work ready to publish, send or share.

Don’t force all four folders everywhere. A small reference area such as About Us may only need documents. A Brand folder might only need Sources and Templates. An example of a map may look like:

Your company

├── About Us
├── Brand
├── Sales
│ ├── Sources
│ ├── Templates
│ ├── Working
│ └── Outputs
├── Marketing
│ ├── Sources
│ ├── Templates
│ ├── Working
│ └── Outputs
├── Editorial
│ ├── Sources
│ ├── Templates
│ ├── Working
│ └── Outputs
├── Research
└── Skills
– Rules

-Memory

Claude can connect and set these up for you.

Here’s a clip from the workshop on folder setup, probably the most important one to know:

The Skills Folder contains rules that will always be sourced when running a skill.  Skills rules help reduce the number of questions Claude asks because it already has the answers.  The Memory Folder allows Claude to keep a written file of all your conversations; otherwise, it relies on its automated memory, which is not as reliable and can also lengthen conversations. The memory rule asks it to archive conversations after 90 days.

Set it up with  two documents 

CUT AND PASTE  Skill file rules

• If a skill cannot update a file in the normal way, stop and tell [name]. Never silently create a substitute file. • A skill that maintains an ongoing tracker or log should use the exact file ID built into its instructions. Never search by name or create a replacement “just in case.” • Save new documents in the matching subfolder under Claude Folder. Ask only if no folder clearly fits or the naming is unclear. • Before creating a new document or spreadsheet, check whether one already covers the work and update it instead of duplicating it. • If a skill does not say whether to reuse a spreadsheet or start a new one, ask [name]. Then save the answer in the skill. • Before creating a new skill or reference document, check the Skills folder for one that already covers it. The Memory file in the Skills Folder explicitly preserves conversations for 90 days so Claude doesn’t have to rely on its automated memory.  As it is set up, it already knows what to do.

CUT AND PASTE: Create the memory file

Create a document titled MEMORY LOG — [Company] Cowork Sessions in Claude Folder > Skills. This is the running record of what Claude and [name] work on together. At the end of each session, add a dated entry covering what we worked on, decisions made, open items, and where to pick up next time. Always append a new entry. Never rewrite or delete an older entry. This is the one and only memory file. Always update this exact document. Do not create a new Memory document or search and recreate one. When the document contains roughly 90 days of entries or becomes slow to read, archive older entries in a new document titled Memory Archive — 2026 in the Skills folder. Get [name]’s approval before removing anything from the live document.

What about projects? Do you still need them? 

Because browser Claude can use projects and memory to perform repeated skills, there have been raucous discussions about using folders vs. projects. The consensus seems to be that projects, because they are clearly defined, also create barriers.   Cowork can search all the files in its folder and all conversations; it can be more nimble with some requests. Also, once you create folders, it is less intuitive to move back and forth between projects (for one-offs) and folders (for saved skills).

On the other hand,  if the browser-based system of projects and memory works fine, you may not need Cowork at all. Here is a discussion of pros and cons:

 

STEP 3

Give Claude short global instructions

Global instructions are the rules Claude reads before every request. Keep this list short:

A. Overview

B. Who you are

C. What folders Claude should read when triggered by a request.

D. Saving conversations to the memory folder at the end of every session;

E.  What Claude should never do without permission

F. Definitions so that you agree on language. 

To find instructions, select your name at the bottom of the left navigation, then Settings, then Instructions Field. Cut and paste the instructions below the video. 

CUT AND PASTE  Global instructions

A. Use this folder map first Work from the Claude Folder and use these subfolders: About Us, Skills, Style Guide, Sales and Marketing. Before creating a new folder,  check whether the right folder already exists. When you create a new folder, remind me to save it to these instructions.  B. Read at the start of every session Read the About Me document in Claude Folder > About Us for background on [name], [company], and the tone to use in our conversations. C. Read when relevant to the task 1.  Before drafting or editing content, read the Writing Rules document in Claude Folder > Style Guide. 2. Before creating editorial-related content, read Claude->Style Guide -> relevant files in Claude/Style /Templates. Save unfinished work in  Style/Working and completed work in Style/Outputs3. When asked to add Branding, read Claude->Brand.4. Before creating sales-related content, read Claude->Sales->Sources and relevant files in Sales/Templates. Save unfinished work in Sales/Working and completed work in Sales/Outputs.5. When continuing prior work or when I refer to a past session, read the Memory document in Claude Folder > Skills. Also, before creating or updating a skill, or saving a new Drive file, read the Skill File Rules document in Claude Folder > Skills.6. Before creating marketing-related content, read Claude->marketing->Sources and relevant files in marketing/Templates. Save unfinished work in marketing/Working and completed work in Marketing/OutputsD. When continuing prior work or when I refer to a past session, read the Memory document in Claude Folder > Skills.D. End of session: Add a dated entry to the Memory document in Claude Folder > Skills: what we worked on, decisions made, open items, and where to pick up next time. Always append. Never rewrite or delete an older entry.E. Global rules • Never delete, send, or publish anything without [name]’s explicit approval. • Wait for an explicit “go” before starting a task. Confirm the plan first. • Speak up when you see a simpler or better approach. • Before creating a Drive folder, check whether it already exists. Ask if unclear.F. Definitions Brand: Voice, style, logos, colors, and approved brand language. Sources: Existing information and evidence to use for work. Templates: Approved examples to copy and structures to follow. Working: Drafts, notes, and unfinished work. Outputs: Completed work ready for review, publication or use.

STEP 4

Fully connect Cowork to your workspace

 

Claude will typically ask for permission to connect. Test the three connections most publishers use every day:

1. Google Drive or Microsoft OneDrive, so Claude can find folders, drafts, spreadsheets, and reference files.
2. Your primary email account. If you have more than one, connect the one you use most first.
3. Your calendar, so Claude can help you prepare for meetings and review what is coming next.

You can find additional connectors on the left rail: Your name, Settings, and Customize. Available integrations change. They include but are not limited to:  Microsoft 365, Brevo, HubSpot, Slack, Notion, Atlassian, Figma, Zoom, GitHub, WordPress, and QuickBooks.

CUT AND PASTE: Quick connection test

Check my inbox and calendar. Tell me what matters tomorrow. Do not send, delete, or change anything.

 

STEP 5

Build your first skill

Choose a small administrative task that repeats. Build and test one step at a time. You are using chat to do this; chat is actually Cowork. For example, to build a newsletter, you may type into chat: look at a spreadsheet of companies [give name or URL of spreadsheet]  in the  [name of folder], and find, link, and summarise news on each company -> turn it into a draft in Docs -> put the edited version in the ESP.  

Do this one step at a time. Putting the edited version in the ESP should be last, and tested with one document. Once the workflow works reliably, ask Claude to save as a skill.

All the skills are saved in Claude itself and include the IDs of any document used in the skill. Find them in the left navigation bar: your name ->settings->Customize->skills list. 

CUT AND PASTE: Plan the workflow without running it

Do nothing yet. Help me design a repeatable workflow for [task]. Tell me what information, folders, files, and connectors you would need; what steps you would take; where the output should be saved; and which actions should require my approval.

CUT AND PASTE. Run and refine it

Go ahead with the first step only. Save the output in Claude Folder > [subfolder]. Stop so I can review it before you continue.

CUT AND PASTE.  Save it as a skill

Turn the approved workflow from this conversation into a reusable skill named [skill name]. Include the exact source folders and file IDs, the destination for every output, the approval points, and the instruction to stop rather than create substitute files when something cannot be updated.

Good first skills for publishers

• Build a newsletter draft from an approved source list. Post the edited version to Esp and Website.
• Find advertiser news and draft personalized outreach letters.
• Turn a Zoom meeting transcript into a first-draft article.
• Create a pre-call client brief from your sales folder and external research with follow-up letters.
• Turn an approved article into newsletter and Social content.
• Collect out-of-office replies in a spreadsheet for later review.

When a skill works consistently, ask Claude to schedule it. Find saved skills under Settings > Customize > Skills.

STEP 6

Create an artifact: A shareable tool

A skill performs a repeatable action. An artifact is a thing people can use: a calculator, dashboard, scorecard, proposal builder, or other lightweight app. It could also be a graphic.  Artifacts can be shared by link with your team or audience.

Useful artifact ideas

Advertiser proposal builder: Enter an advertiser type, budget, and goal; receive a recommended package.

Sales call briefing tool: Enter a prospect’s information; receive questions, talking points, and potential offers.

Content repurposing tool: Paste an article; receive newsletter copy, social posts, headlines, and video scripts.

Revenue calculator: Model the effect of changes in price, frequency, open rate, or sell-through.

Benchmark explorer: Let readers filter survey data by business model, audience size, market, or geography.

CUT AND PASTE: Start an artifact

Use [content url or source folder] to create a simple interactive [calculator/tool] for [audience]. Users will enter [inputs] and receive [output]. Before building it, do nothing and propose the fields, calculations, user flow, and design. Make clear which content or data files in the Claude Folder the artifact should use.

Share a skill with the team on their own Claude account. 

Instead of an enterprise edition, team members can access your shared folders and set up Claude Cowork skills in their own account. 

Tell Claude to find the skill’s files (each skill is a folder containing SKILL.md, plus any supporting scripts/resources), Zip that folder up, or just send the SKILL.md file if it’s a simple, single-file skill.

Send it to the other person (email, Slack, shared drive — whatever you’d normally use).

They add it in their own Claude by uploading/installing that skill folder the same way

Trouble shooting

Claude is slowing down 

As you add volume – more skills, artifacts, and so on- Claude may slow down and start asking for more clarification. Do ask Claude for help and fix on the fly.

However, these issues are often best solved at the organizational level. Consider: Every time Claude has to search for a folder, compare several files, or guess which version is correct, search its full automated memory or the entire internet – it takes time and creates more clarification questions.  Questions extend the conversations. Run times mean that you are waiting – more time – or multitasking.  

It’s easy to confuse naming protocols, such as saying draft an email – do you mean in your work account or the ESP? If you have email instructions AND newsletter instructions in your folders, how will Claude know which one it is?

Here are some common issues and solutions:

* Claude can’t find the folder. Review global instructions, add new context folders, and change instructions and/or naming protocols to clearly point Claude to the right folder. Move data if placed in the wrong folder. 

*Claude created multiple versions of subfolders and docs with each revision. Check the skills rules that prevent this. Rewrite the skills rules so Claude edits rather than creates new versions. Tell Claude to select the most recent version and delete the older ones.

*Claude saves to the drive outside its folder. Skills rules should prevent this. Rewrite rules to save outputs in Claude -> correct folder and ask if it does not see a folder. 

* Claude’s memory of conversations is selective. Check that the memory skill saves 90 days as a doc in the Skills folder. Always start a new conversation for any new topic. 

*Claude asks for permission too many times: Claude starts asking to access external websites in your folders, requiring the user to be present during the run. Go to:  your name-> Settings-> Capabilities-> Domain allow list-> all domains.

*Claude stalls when creating a skill from the prompt. Stop the run. Break the prompt into steps, test one at a time, and test smaller data sets before the full run. 

*Instead of answering a question, Claude starts building. When you want advice rather than action, begin with “Do nothing yet.”

* Claude gets a simple request but stalls or runs for five minutes and delivers a subpar result.   Is the query something that is not a workflow at all, IE not in a defined folder?  For requests such as formatting and idea research, switch to GPT. Then put the format created into the chat and ask Claude to save it to templates in a specific folder for future reference. GPT is typically better for fast answers; Cowork is better for accurate, flawlessly repetitive workflows.