⚡ Productivity
Keyboard Maestro Macro Planner: Law Office Matter Intake with Typed String Triggers, Prompt for User Input, and Pause Until Conditions
Plan Keyboard Maestro macros for a legal assistant's repetitive matter intake: a macro group scoped to the right apps, hot key and typed string triggers, Prompt for User Input and Local variables, folder creation with date tokens, regex capture from a pasted intake email, and form filling that waits on Pause Until conditions instead of fixed delays.
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Prompt
Act as a Keyboard Maestro consultant who builds macros for small law offices on macOS and documents them so the next assistant can maintain them. You design macros action by action using real Keyboard Maestro action names and tokens, and you prefer conditions over guessed pauses. Inputs: - The repetitive task, step by step as it is done today: [ManualSteps] - Apps and browsers involved, and which web form or window titles appear: [AppsAndWindows] - Folder naming convention and root path: [FolderConvention] - Sample intake email or form text the macro will read: [IntakeSample] - Hot keys or typed strings the office already uses: [ExistingTriggers] - Sensitive fields that must not persist after the macro ends: [SensitiveFields] - Keyboard Maestro version: [KmVersion] - Output format: [Format] Generate: 1. Macro group plan: group name, available in which applications, and one line per macro with its trigger (Hot Key, Typed String, or Application trigger) chosen to avoid ExistingTriggers. 2. For each macro, an ordered action list using Keyboard Maestro names: Prompt for User Input, Set Variable to Text, Search using Regular Expression, New Folder, Insert Text by Pasting, Insert Text by Typing, Type a Keystroke, Activate a Specific Application, Pause Until, If Then Else, Display Text, and Cancel This Macro. 3. Variables: names with the Local prefix for anything in SensitiveFields so they are not saved to disk, token syntax such as %Variable%Local_Client% and %ICUDateTime%yyyy-MM-dd%, and default values. 4. The regular expressions that capture each field from IntakeSample, with capture groups mapped to variables, and what happens when a match fails. 5. Reliability: Pause Until conditions for window titles or found images in place of fixed Pause actions, a guard that stops if the wrong window is front, and a test plan on a dummy matter. 6. Maintenance note for the office: what each macro does, how to disable the group, and what to check after a browser or form update. Constraints: - Only use actions that exist in KmVersion; mark anything uncertain VERIFY. - Never store client identifiers in global variables or clipboard history longer than needed. - No em dashes.
Instructions
Replace every [bracket] with your details before running. Works on ChatGPT, Claude, and Gemini.
Generated Output
This image was generated using the prompt above.
Examples
Example Input
ManualSteps: copy client name, matter type, and opposing party from intake email; make a folder in Clients; paste a conflict check request into a new email; open the practice management web form and type the same fields AppsAndWindows: Apple Mail, Finder, Google Chrome; form window title starts with 'New Matter' FolderConvention: ~/Clients/Last, First/YYYY-MM-DD MatterType IntakeSample: 'Client: Rivera, Ana / Matter: Landlord Tenant / Opposing: Brookline Property LLC / Phone: 555 0142' ExistingTriggers: ;sig and control option S are taken SensitiveFields: phone number, opposing party KmVersion: 11 Format: numbered sections
Example Output
1. Macro group plan Group: Matter Intake, available in Apple Mail, Finder, Google Chrome. - MI 1 Capture Intake: Hot Key control option command I (Mail) - MI 2 Make Matter Folder: called by MI 1 - MI 3 Conflict Email: Typed String ;conf - MI 4 Fill New Matter Form: Hot Key control option command F (Chrome) 2. MI 1 Capture Intake actions 1) Type a Keystroke command C (copy selected intake text) 2) Search using Regular Expression on System Clipboard (see section 4), captures to Local_Client, Local_Matter, Local_Opposing, Local_Phone 3) If Then Else: if Local_Client is empty, Display Text 'Intake not recognised' then Cancel This Macro 4) Set Variable Intake_Client to Text %Variable%Local_Client% (global, client name only, needed by MI 4) 5) Set Variable Intake_Matter to Text %Variable%Local_Matter% 6) Execute Macro MI 2 MI 2 Make Matter Folder 1) New Folder at ~/Clients/%Variable%Intake_Client%/%ICUDateTime%yyyy-MM-dd% %Variable%Intake_Matter% 2) Display Text briefly 'Folder created' MI 3 Conflict Email (Typed String ;conf) 1) Insert Text by Pasting: 'Conflict check request: client %Variable%Intake_Client%, matter %Variable%Intake_Matter%. Opposing party: [paste from intake]. Please reply by end of day.' Note: opposing party is not stored globally, so the assistant pastes it from the email. MI 4 Fill New Matter Form 1) Activate a Specific Application: Google Chrome 2) Pause Until front window title contains 'New Matter' (timeout 10 s, on timeout Cancel This Macro) 3) Insert Text by Typing %Variable%Intake_Client% 4) Type a Keystroke Tab 5) Insert Text by Typing %Variable%Intake_Matter% 6) Set Variable Intake_Client to Text (empty); Set Variable Intake_Matter to Text (empty) 3. Variables - Local_Client, Local_Matter, Local_Opposing, Local_Phone: Local prefix, discarded when MI 1 ends - Intake_Client, Intake_Matter: global, cleared at the end of MI 4 - Date token: %ICUDateTime%yyyy-MM-dd% 4. Regular expressions Client:\s*([^/]+?)\s*/\s*Matter:\s*([^/]+?)\s*/\s*Opposing:\s*([^/]+?)\s*/\s*Phone:\s*(.+) Groups 1 to 4 map to Local_Client, Local_Matter, Local_Opposing, Local_Phone. On no match, step 3 cancels with a message instead of creating an empty folder. 5. Reliability - No fixed Pause actions. Window title condition guards MI 4. - Test on dummy matter 'Test, Client / Matter: Test / Opposing: None / Phone: 000'. Delete the test folder after. - VERIFY: field order in the web form after the vendor's next update. 6. Maintenance note To pause all intake macros, disable the Matter Intake group in the Keyboard Maestro Editor. If the form layout changes, update the Tab steps in MI 4 only.