An email archive that requires manual upkeep will always fall behind. This guide sets up a weekly scheduled task that logs every new broadcast automatically, complete with performance data and topic tags.
Every system you rely on manually eventually gets skipped. The email archive categorization from guide 26, the evergreen content finder from guide 27, the content gap analysis from guide 28: all of them depend on your archive being current and organized. The moment you stop updating your archive, the whole system starts to break down.
The solution is automation. Instead of manually logging each broadcast after you send it, you set up a scheduled task in Cowork mode that runs every week, pulls the latest data from Kit, and updates your archive document automatically. You never have to touch it again.
Here is how to set it up.
Before setting up the automation, make sure your archive document is structured consistently. A simple table with columns for subject line, send date, open rate, click rate, topic category, and evergreen status works well. If you ran the archive categorization prompt from guide 26, you already have this format.
This is the prompt that will run every week automatically. Paste the version below into a new Cowork conversation and adjust the details to match your setup.
Every Monday morning, pull the broadcasts I sent in the last seven days from my Kit account. For each broadcast, record: subject line, send date, open rate, click rate, and a one-word topic category based on the subject. Then add these entries to my [Google Doc / Notion page / Airtable base] archive at [your document link or name]. Also flag any broadcast with an open rate above 40 percent as 'evergreen candidate' in the notes column.
In Cowork mode, open your scheduled tasks settings and create a new recurring task. Set it to run every Monday morning at a time you will not be in the middle of something. Paste your weekly update prompt as the task prompt. Set it to recur weekly until further notice.
After setting up the task, trigger it manually for the first run and confirm that the data appears correctly in your archive document. Check that the open rates are pulling accurately and that the topic categories are being assigned in a way that matches your existing archive structure.
Even with automation, a quarterly human review of your archive adds a layer of judgment the automation cannot provide. Once per quarter, spend 20 minutes reading through the latest entries, updating any topic tags that the automation miscategorized, and identifying evergreen candidates that did not automatically flag but that you know have long-term value.
This is the final piece of the email archive system. Once the weekly automation is live, your content library grows on its own, your evergreen candidates surface automatically, and every future content decision you make is grounded in a current, organized body of evidence. Set it up once and let it run.
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