job-application-tracker

name: job-application-tracker description: Organize job application materials (resume/cover letter PDFs) and maintain Excel tracking system. Reads order files from cover-letter-generator, matches files by key-based naming, creates date-based folder structure, moves files, generates abbreviated filenames, and updates Excel tracker with hyperlinks. Use when user says "organize the files", "organize resumes", "organize application materials", or after cover-letter-generator has finished generating files. Also use when user wants to update the job applications Excel tracker.

Job Application Tracker

Organize generated resume/cover letter files and maintain an Excel tracking system using order files from cover-letter-generator.

Workflow

1. Find Order File

Locate latest batch_order_*.json in exp_lib/:

python scripts/batch_organize.py [exp_lib_dir] [cvs_dir]

Default paths:

• exp_lib: exp_lib/ in project root
• cvs: cvs/ in project root

2. File Matching

Key-based (current): Order file contains key field mapping to {key}-R.pdf and {key}-CL.pdf:

0-R.pdf  -> Job with key=0
0-CL.pdf -> Job with key=0
1-R.pdf  -> Job with key=1

Timestamp-based (legacy fallback): For order files without key field, matches by filename timestamp order.

3. Organize Files

For each matched job:

1. Create folder: cvs/resume and cover letters/YYYY-MM-DD/Company - Position/
2. Move (not copy) files with abbreviated names: CompanyAbbr - PosAbbr - R.pdf

4. Update Excel Tracker

For each job, add a row to cvs/job-applications.xlsx:

CRITICAL: The "Job Description" column MUST contain the complete, unmodified JD text from the order file's jd field. NEVER summarize, truncate, or paraphrase. Copy the entire string as-is.

5. Archive Order File

Move processed order file to exp_lib/archive/.

Scripts

batch_organize.py (Batch Mode)

python scripts/batch_organize.py                          # defaults
python scripts/batch_organize.py /path/to/exp_lib /path/to/cvs  # custom paths

Reads order file, shows matching preview, asks confirmation, organizes all jobs.

process_job_application.py (Single Job)

python scripts/process_job_application.py <base_dir> "<Company>" "<Position>" "<JD_Text>" [exp_lib_dir]

Process a single job: find latest files, organize, update Excel.

File Naming Convention

Abbreviated names: CompanyAbbr - PositionAbbr - R/CL.pdf

• FGF - AISECO - R.pdf (FGF Brands - AI Solutions Engineer Co-Op)
• NOK - SDE - CL.pdf (Nokia - Software Development Engineer)

Excel Tracker

File: cvs/job-applications.xlsx

Columns: Company | Position | Job Description | Application Date | Files (hyperlink)

Job Description column: Always the COMPLETE JD from order_file.jobs[].jd. Never summarize.

Backup: Auto-backup before every modification to cvs/Excel/backups/.

Dependencies

pip install openpyxl pandas

Error Handling

• No order file: Run cover-letter-generator first
• Not enough files: Partial matching, remaining jobs get empty folders
• "Operation not permitted": Use MCP tool mcp__cowork__allow_cowork_file_delete