Choose one of three approaches. The steps for that option appear below.
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Claude: separates emotion from failures and drafts
Claude sorts emotional statements from service claims and drafts the themes. You check every row and every statement.
- You
Prepare the material
- Claude
Sort statements, draft themes
- You
Check and finish
Have ready: the feedback text and coding guide
Use: You
Take credentials and payment details out of the supplied material, keep source IDs unchanged, list the approved rules, scope and as-of dates, set originals aside.
Check
Check no password, authentication code, session token or payment detail remains, and nothing the task needs was removed.
Sort statements, then draft the themes
Use: Claude
In one Claude chat, ask for the evidence worksheet as a chat table, then the draft failure themes with quoted evidence, both as chat text.
Details
What to paste into the tool
Task: Evidence worksheet table in the chat reply with row IDs, source references, original values, status and unresolved gaps. Attached are the supplied files. Build one row per item: stable row ID, source file and location, exact quote or original value, applicable rule or version, confirmed or reported status, unresolved gap. Separate emotional statements from observable service claims and code the claims with the coding guide. Keep counterexamples. Do not infer motives or demographic traits. List anything missing, contradictory or unchecked as unresolved; do not fill gaps by inference. Return the worksheet as a table in the chat reply; do not create or return a file and do not run code.
Task: Draft actionable failure themes with quoted evidence and emotional context; Explicit unresolved questions and a proposed next human decision, not an executed action. Using only the corrected worksheet, draft the failure themes packet with quoted evidence and emotional context. Keep counterexamples, separate observed patterns from causes, and do not treat emotion as proof of severity. State unresolved questions and a proposed next human decision. Return the draft as chat text; do not create or return a file and do not run code.
Check every row and finish
Use: You
Check every worksheet row against the original files, correct in the same chat, then check the draft and close it as preparation only.
Check
Check the draft stays inside the checked worksheet rows and treats emotion as context rather than proof. Do not resolve missing or contradictory facts by inference. Settle recipient scope and authority separately.
ChatGPT: builds the first-pass table only
ChatGPT sorts the material into a first-pass table. You check every row, then write the themes yourself.
- You
Prepare the material
- ChatGPT
Build the first-pass table
- You
Check and correct it
- You
Write themes and finish
Have ready: the feedback text and coding guide
Use: You
Take credentials and payment details out of the supplied material, keep source IDs unchanged, list the approved rules, scope and as-of dates, set originals aside.
Check
Check no password, authentication code, session token or payment detail remains, and nothing the task needs was removed.
Build the first-pass table
Use: ChatGPT
Ask ChatGPT to split each item into emotional statements and observable service claims as a chat-text table for row-by-row review.
Details
What to paste into the tool
Task: First-pass table of rows with quoted values and gaps. Attached are the supplied files. Split each feedback item into emotional statements and observable service claims, quoting both. Do not infer customer motives or demographic traits; distinguish observed patterns from causal explanations and retain counterexamples. Output a table for row-by-row review with a row ID, source file and location, exact quote or original value, and unresolved gaps. List anything missing, contradictory or unchecked as unresolved; do not fill gaps by inference. Return a text table in the chat reply; do not write or run code.
Check and correct the table
Use: You
Check each row against the originals and correct it. Do not resolve missing or contradictory facts by inference. Discard any code-produced output.
Check
Check each row cites the original passage it quotes. Hold the first-pass table until every row clears review; do not draft from it.
Write the themes and finish
Use: You
Write the actionable themes yourself from the checked worksheet, keeping counterexamples and emotion separate from failure claims. Close as preparation only.
Check
Check every theme cites a worksheet row and emotion stays context, not proof.
Gemini Notebook: finds quoted passages with citations
Gemini Notebook only locates quoted passages with citations. You build the worksheet and write the themes yourself.
- You
Prepare material and questions
- Gemini Notebook
Answer with citations
- You
Build the worksheet
- You
Write themes and finish
Have ready: the feedback text and coding guide
Use: You
Paste the held-back samples into Gemini Notebook with the originals so Gemini Notebook cites the sources, not the chat.
Check
Check your organisation permits these files in this tool, no excluded material was added, and no password, authentication code, session token or payment detail remains.
Answer one question per item, with citations
Use: Gemini Notebook
Ask one targeted question per feedback item, using only the ticked sources, and read the cited passages.
Details
What to paste into the tool
Task: Answers with citations to quoted source passages. For each question on the reviewer's list, answer only from the ticked sources, quote the passage that supports the answer and name its source. If the sources do not answer a question, say so. Do not explain causes or motives, and add nothing beyond the sources.
Build the worksheet from checked quotes
Use: You
Open each citation, copy the checked quotes into your worksheet, code each row with the guide, and mark confirmed or reported.
Check
Check every copied quote matches its source passage.
Write the themes and finish
Use: You
Write the actionable themes yourself, keeping emotion separate from the failure claims, then check the draft against the worksheet and close as preparation only.
Check
Check each theme traces to a worksheet row and emotion stays separate.
Compare the three approaches
Option A: Claude: separates emotion from failures and drafts
Best when: You want one assistant through both stages
What it does: Claude sorts and drafts; you check every row
Strong at: One chat carries the worksheet into the draft
Limit: Embedded images in non-PDF files are not read
Free plan: Yes
Option B: ChatGPT: builds the first-pass table only
Best when: You want a sorted table but your own wording
What it does: ChatGPT sorts the table; you write the themes
Strong at: Sentiment analysis and quote-pulling are listed tasks
Limit: You write the whole draft yourself
Free plan: Yes
Option C: Gemini Notebook: finds quoted passages with citations
Best when: You want every claim tied to a quoted passage
What it does: Gemini Notebook finds quotes; you write everything
Strong at: Citations link answers to the exact source passage
Limit: Citations come with most answers, not all
Free plan: Yes
Before you paste into any AI tool, remove any confidential information. Put it back at the end.
Final check
Never paste credentials or full payment details.
Reviewer checks every row and statement against the supplied originals.
No password, code, token or payment detail is entered or reproduced.
Missing or contradictory facts stay marked as unresolved.
Nothing is sent, filed, assigned or committed; any later action needs separate approval.
Emotion is not treated as proof of severity or of customer traits; counterexamples are kept.
Suggestions and preparation only. Do not send, publish, change records or accounts, assign work, execute code, initiate a purchase, or commit a remedy or deadline. A human separately approves any downstream action.
Check the result against your original inputs. Approve it before sharing or acting.