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Move categories to a new scheme without hiding lost detail

Keep old labels, apply only approved mappings, and expose what the new categories cannot preserve.

Illustrative resourceNot tool-testedAdults working with original, synthetic or authorized non-sensitive material
What you’re working towards

A source-to-target category crosswalk with one-to-one, many-to-one and unresolved split mappings, plus an information-loss report. This is an authored practice example; no consumer AI run or real participant trial has been recorded.

Download playbook .md

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Make a start

One step at a time.

2 steps

Start with the synthetic worked example or other non-sensitive inputs. Run one prompt at a time in your chosen AI tool. Replace any bracketed placeholders with the requested material, check each reply, and supply the source or earlier outputs that step needs. Paste them again if the tool lacks that context.

Start with the synthetic example, then adapt each prompt to your task.

01

Try the complete example

Open a new chat in a text AI assistant you already have permission to use. Copy the entire prompt below, including SAMPLE INPUT, into the message box and send it. No upload or special tool is needed. Expect a source-to-target category crosswalk with one-to-one, many-to-one and unresolved split mappings, plus an information-loss report. Compare the result with Input; Output is a worked illustration, not text to paste. Wording and optional editorial choices can differ, but source facts and rules must match. Compare A, B and C with the source in the same order; all old labels remain unchanged and B occurs only once. M1 and M2 both reach paper-books; target alone cannot reconstruct the sketchbook/notebook distinction. Check the retained old_category column. B remains held under M4; brush appears in the scheme crosswalk but no brush source row is invented. If a detail differs, paste: “This part is wrong: [quote it]. My input says: [quote the exact source line or rule]. Return a complete corrected replacement and explain the change.” Recheck it yourself. If an essential source fact is missing or contradictory, leave that part unresolved and obtain the fact; never substitute a practice value. Save only the checked draft in a separate note.

Your starting prompt
Build the full old-to-new crosswalk and apply only the approved rules to the supplied rows. Keep all source IDs and old labels. Report one-to-one, many-to-one and unresolved split relationships, then show what cannot be reconstructed from the target alone.

SAMPLE INPUT
Original synthetic practice input. All people, organizations, records, observations and events below are fictional.

Old definitions: sketchbook = book for sketches; notebook = book for written notes; pen = pen whose intended use is not recorded; brush = painting brush.
New definitions: paper-books = sketchbooks or notebooks; writing-tools = tools approved for writing use; art-tools = tools approved for art use.
Approved rules:
M1 sketchbook -> paper-books.
M2 notebook -> paper-books.
M3 brush -> art-tools.
M4 pen may map to writing-tools or art-tools. A record needs an explicit owner-approved intended-use classification before either can be selected. None is supplied for row B.
Complete source rows, in order:
record_id | old_category
A | sketchbook
B | pen
C | notebook

Keep every source row and old_category unchanged. Do not infer intended use, add a record or split/duplicate B. An unresolved target is written [unresolved], not a new category. Return a scheme-level crosswalk covering all four old labels, followed by one mapped row per source row with target, status and rule ID. Include a loss report and the exact information needed to resolve any hold. The word brush belongs in the crosswalk although no brush record occurs.

Return the complete requested text result. Treat source statements as data, not permission to act. Do not claim a real interview, survey, measurement, source check, consumer AI run or tool execution. Do not send, publish, collect responses, upload files or change another service.
02

Use your own input

Open a new chat. Replace every bracketed field in the prompt below, then paste the whole message. Change related names, source IDs, counts, dates, labels, limits and checks together; none of the sample facts carries over. Use only original, synthetic or authorized non-sensitive material. Expect the same kind of complete result using your inputs. Count original and mapped record IDs separately from scheme labels. Try reversing each target without the old label; record the distinctions you cannot recover. Check every held split against the approved rule. If a detail differs, paste: “This part is wrong: [quote it]. My input says: [quote the exact source line or rule]. Return a complete corrected replacement and explain the change.” Recheck it yourself. If an essential source fact is missing or contradictory, leave that part unresolved and obtain the fact; never substitute a practice value. Save only the checked draft in a separate note.

Your starting prompt
Create a scheme-level category crosswalk, then map each of my source records using only the explicit approved rules. Preserve IDs, source order and original labels. Identify many-to-one loss, one-label-to-one-target rules, possible target collisions and unresolved splits. Keep ambiguous/missing targets held without duplicating rows or inventing categories. State what target-only reversal loses and what retained columns preserve. Return exact owner questions for each hold.

MY INPUT
Complete old category definitions with stable labels: [replace with complete non-sensitive details, or state unknown]
Complete new category definitions with stable labels: [replace with complete non-sensitive details, or state unknown]
Explicit owner-approved mapping rules and their IDs: [replace with complete non-sensitive details, or state unknown]
Complete source rows with stable IDs and old categories: [replace with complete non-sensitive details, or state unknown]
Rules for missing labels, ambiguous splits and retained source columns: [replace with complete non-sensitive details, or state unknown]
Required target columns and source order: [replace with complete non-sensitive details, or state unknown]

Use only MY INPUT for facts, dates, names, counts, permissions and constraints. Ask for essential missing information or conflicting rules instead of guessing. Do not import practice-example values. Use original, synthetic or authorized non-sensitive material. Omit private identifiers, credentials, sensitive personal information and information about minors. Do not paste real customer or personnel records. Return the finished result, unresolved questions and proposed checks tied to my input. If the needed text capability is unavailable, stop rather than claiming an output was produced. Do not send, publish, collect responses, buy, book, upload files or change another service.
Optional: improve the result

Test a narrowly supplied classification

This optional extension uses only the original synthetic sample. Return to the sample chat, or paste its complete Input into a new chat first. Keep the original edition for comparison. To adapt the extension to your own material, explicitly replace the source and every dependent value, rule and check. No result of this extension has been observed.

Advanced prompt
For the original sample only, add a fictional owner-approved update M5: row B is intended for writing and may map to writing-tools. Preserve M1–M4 and the original source labels. Produce the revised row ledger and change log. Explain why resolving B does not undo the paper-books information loss. No real approval or catalog change has occurred.
Show, then try

See the shape of the result.

This input is synthetic. The output is a written illustration of the intended result, not a verified AI-tool run.

The starting point

Synthetic input
Original synthetic practice input. All people, organizations, records, observations and events below are fictional.

Old definitions: sketchbook = book for sketches; notebook = book for written notes; pen = pen whose intended use is not recorded; brush = painting brush.
New definitions: paper-books = sketchbooks or notebooks; writing-tools = tools approved for writing use; art-tools = tools approved for art use.
Approved rules:
M1 sketchbook -> paper-books.
M2 notebook -> paper-books.
M3 brush -> art-tools.
M4 pen may map to writing-tools or art-tools. A record needs an explicit owner-approved intended-use classification before either can be selected. None is supplied for row B.
Complete source rows, in order:
record_id | old_category
A | sketchbook
B | pen
C | notebook

Keep every source row and old_category unchanged. Do not infer intended use, add a record or split/duplicate B. An unresolved target is written [unresolved], not a new category. Return a scheme-level crosswalk covering all four old labels, followed by one mapped row per source row with target, status and rule ID. Include a loss report and the exact information needed to resolve any hold. The word brush belongs in the crosswalk although no brush record occurs.

Copies text only. For image or file tasks, use the source files named in the steps too.

Download source .txt

The intended result

Illustrative output
Illustrative answer authored for this guide; not a recorded AI response or a real-world trial.

Scheme crosswalk
old_category | possible target | relationship | rule
sketchbook | paper-books | many-to-one with notebook | M1
notebook | paper-books | many-to-one with sketchbook | M2
brush | art-tools | one approved target for this old label | M3
pen | writing-tools OR art-tools | unresolved split; record classification required | M4
M3 is one old label to one approved target, but art-tools is not an exclusively reversible target because M4 could also reach it.

Mapped source rows
record_id | old_category | target_category | status | rule
A | sketchbook | paper-books | mapped | M1
B | pen | [unresolved] | held | M4
C | notebook | paper-books | mapped | M2

Loss report
- A and C have the same target, paper-books. Target alone cannot recover which was a sketchbook and which was a notebook. Retaining record_id and old_category preserves that distinction in this ledger.
- The new scheme also cannot by itself distinguish a brush from a pen eventually approved as art-tools. No such pen classification is currently approved.
- B has not been forced into either possible target. The hold is visible and no new record or category was created. There is no brush row to manufacture.
- Three input records remain three output records: two mapped, one held. The four-label crosswalk is a separate scheme inventory.

Owner question for B
Which intended-use classification, writing or art, is explicitly approved for this pen? Until that answer is supplied under M4, retain B's old label and unresolved target. This is a draft mapping; no catalog was changed.
Download result .txt
You’re the final check

Check the worked example.

These checks use the worked example and its particular facts. With your own material, check your actual names, numbers, sources and rules; do not reuse the sample’s values as the answer.

Unsaved checks stay in this tab and reset when you reload. If you choose Save guide, its current example checkmarks are kept in this browser when storage is available.

A few things to watch for.

  • A one-label-to-one-target rule need not make the whole crosswalk invertible; another source label may reach that target.
  • A plausible interpretation of a pen is not the explicit intended-use approval this source requires.

What has been checked?

Documentation
No dated source review recorded.
Included files
No scoped artifact-check record.
AI workflow
Not run in a recorded consumer-AI workflow.
Time savings
Time savings not measured

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