Get Smart with Files in ChatGPT and Claude
Issue: #4
I know the frustration of seeing the hours slip away wrestling with files and tedious formatting when you could be doing what you love - actual ministry!
Let me show you a smarter way.
AI platforms like ChatGPT and Claude AI can transform PDF data into neat, organized church rosters and merge multiple documents into one polished report.
It’s what sparked the creation of The Smart Parish—reclaiming our time to focus more on ministry.
Let’s get started.
Use Files with ChatGPT and Claude
We’ve dabbled a bit with this in earlier emails. I’ve described how to extract text from images and create meeting minutes from transcriptions. Today, I thought we’d dive in a bit deeper and see how to use files in ChatGPT and Claude AI to create, analyse and summarize.
Here are the two examples we’ll look at today.
#1: Listing Weekly Gospel Readings from the Lectionary
#2: Compile an Annual Report from Ministry/Committee Reports Received
How to add files to ChatGPT
Uploading a file in ChatGPT is simple:
Open ChatGPT and start a new conversation.
Click on the paperclip/+ or “Attach File” button (depending on your version).
Select the file from your computer and upload it.
Type a prompt asking ChatGPT to process the file in the way you need.
Use Case #1:
Weekly Gospel Readings Roster
Say you want to create a roster of volunteers for the weekly Gospel readings.
Using ChatGPT, upload the Lectionary file and write a prompt to create a table with Gospel readings their dates and, if desired, the names of your volunteers.
What you’ll need:
A .PDF of the Lectionary (available to download here).
Names of your volunteers
Suggested Prompt:
"Extract all Gospel readings from this document and organize them into a structured table with the following columns: Liturgical Season, Date, Gospel Reading, and Reader.
Ensure the readings are correctly categorized under their respective liturgical seasons.
Assign a reader for each week, rotating through the following list in order: Jane D, Harry S, Brad P, Taylor S, Amelia K, Katherine G, Stewart L. Repeat the cycle if needed.
Format the table for clarity and readability."
Click the copy icon and paste it into your email, Word document, Google Sheets or Excel (or, wherever is useful for you).
Use Case #2:
Effortlessly Compile Your Annual Report
Imagine you’re an administrator tasked with consolidating various ministry or committee reports into one comprehensive document.
Read on to see how to upload your reports and merge them into a cohesive annual report with a single prompt. Plus, you have the option to automatically feature a standout quote or key highlight under each report title—making your document both informative and visually engaging.
Note: Save all your reports in one folder and strip them of photos so they are low in file size.
Process:
Open Claude.ai (read below for how to create an account)
Upload documents (reports)
Enter Prompt
Download or copy the response
Suggested Prompt:
Role & Task:
You are a church administrator responsible for compiling various ministry and committee reports into a single annual report document.
Source Materials:
Each ministry or committee report is 500 words and provided as a separate Word document (attached).
Do not alter the wording of any reports.
Output Requirements:
Compile all reports into one structured document.
For each report:
Extract one or two key highlights or quotes and place them at the top under its heading.
Maintain the original report text unchanged below the highlights.
Use the following formatting structure:
H1: Annual Report Title (e.g., “Annual Ministry Reports 202X”)
H2: Individual Ministry/Committee Report Titles
Body Text: The unchanged report content
Bold or Italics: To emphasize key highlights, if necessary
Additional Notes:
Ensure consistent formatting across all reports.
Arrange reports in a logical sequence, such as by ministry category or importance.
If any report lacks a clear highlight or quote, summarize its central theme concisely.
Once Claude has created the response, either click the clipboard at the bottom of the response window and paste it into a Word document to edit or, download the file (note: the file is in markdown format (.md) online converters are available to convert the file (and its formatting) to Word. I recommend MD to DOCX | CloudConvert
Now, all that’s left is to include a Vicar’s report and financial report and you’re good to go.
Note, in this case, we’ve used Claude.ai instead of ChatGPT this is because the file allowance is greater for Claude in the free plan.
Simply create an account by going to www.claude.ai
Recommended Tool: Claude AI
Claude AI, developed by Anthropic, is an advanced artificial intelligence chatbot designed to assist with a wide range of tasks, from answering questions to drafting documents, summarizing information, and even coding.
Claude AI is built with a strong focus on safety, reliability, and helpfulness.
Benefits of Using Claude AI
User-Friendly & Conversational – Claude AI is designed to feel natural and intuitive, making it easy for beginners to use.
Efficient Writing & Research – It can help with drafting emails, articles, reports, and summaries, saving you time.
Safe & Ethical AI – Built with safety measures to provide reliable and unbiased responses.
Coding & Technical Support – Can generate and debug code in multiple programming languages.
Data Analysis & Summaries – Great for summarizing long documents or making sense of complex information.
Free to Use (Basic Version) – Claude offers a free version with useful features for general tasks.
How to Set Up a Free Claude AI Account
Go to the Claude AI Website
Open your web browser and visit claude.ai.
Sign Up for an Account
Click on "Sign Up" and enter your email address.
You may need to verify your email via a confirmation link.
Set Up Your Profile
Enter your name and other basic details as prompted.
Start Using Claude AI
Once logged in, you can begin chatting with Claude by typing your questions or requests.
