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Tool Categorization System

Date: 2025-01-06
Status: ✅ Implemented and tested

Summary​

Tools are now organised by category with automatic cost tracking, renewal dates, and access information synced from TwentyCRM.

What Changed​

1. Tool Metadata in Frontmatter​

All tool files (tools/*.md) now include structured metadata:

---
title: Webflow
category: WEBSITE
categoryDisplay: Website
monthlyCost: 25
monthlyCurrency: GBP
annualCost: 0
annualCurrency: GBP
renewalDate: null
accountType:
  - CLIENT_OWNED
  - INTERNAL
  - CLIENT_ACCESS
accessLink: https://webflow.com/dashboard
moreInfo: Currently using automates account, need to figure this one out
---

2. Categorised Structure​

Tools are now organised into categories:

docs/tools/
├── website/
│   ├── index.md (category landing page)
│   ├── webflow.md
│   ├── gtm.md
│   └── ...
├── self-hosting/
│   ├── index.md
│   ├── n8n.md
│   ├── twentycrm.md
│   └── ...
├── operational-tools/
├── social-media/
├── marketing-tool/
├── design-content/
├── ad-spend/
├── office-coworking/
└── uncategorized/

3. Category Landing Pages​

Each category has an auto-generated landing page (index.md) with:

  • Summary table: Total tools, monthly cost, annual cost
  • Tool list table: All tools with costs, account types, and login links
  • Upcoming renewals: Next 5 renewals in that category

Example: /docs/tools/website/ shows all website-related tools with £36/month total cost.

4. Sections Configuration​

New config file for managing documentation sections: docusaurus/config/sections.ts

This makes it easy to add new top-level sections like "Prompts" or "Processes" in future:

{
  id: 'prompts',
  label: 'Prompts',
  dirName: 'prompts',
  status: 'planned',  // Change to 'active' when ready
  position: 6,
  description: 'Starter prompts for common projects',
}

Scripts Created​

1. scripts/match-csv-to-tools.js​

Matches tools in TwentyCRM CSV export to workspace files.

Usage:

node scripts/match-csv-to-tools.js

Output:

  • scripts/resources/tool-csv-mapping.json - Matched tools with metadata
  • scripts/resources/unmatched-tools.json - Tools that need creating

Results: 39/44 tools matched, 4 need creation

2. scripts/add-frontmatter-to-tools.js​

Adds/updates frontmatter metadata in tool files from CSV mapping.

Usage:

# Dry run (preview only)
node scripts/add-frontmatter-to-tools.js --dry-run

# Actually update files
node scripts/add-frontmatter-to-tools.js

Safety: Creates backups in scripts/resources/tool-backups/ before modifying files.

3. Updated docusaurus/scripts/sync-tools.cjs​

Enhanced to:

  • Parse frontmatter from source files
  • Organise tools by category into subdirectories
  • Generate category index pages automatically
  • Pass through all metadata to Docusaurus

Tool Categories​

CategoryToolsMonthly CostAnnual Cost
Website8£36.00£0.00
Self-Hosting9£10.00£0.00
Operational Tools8£127.76£180.00
Social Media9£0.00£0.00
Marketing Tools4£63.80£0.00
Design & Content2£56.00£0.00
Ad Spend1£0.00£0.00
Office & Coworking1£250.00£0.00
Uncategorised12--

Unmatched Tools (Need Creation)​

These 4 tools exist in TwentyCRM but don't have documentation files yet:

  1. London Cycling Insta (Social Media) - Internal content project
  2. Cycling London Insta (Social Media) - Internal content project
  3. Resend (CRM) - Email API for transactional emails
  4. Image Compressor (Design & Content) - Pacing's image compression tool

To create these, add new .md files in tools/ with appropriate frontmatter.

Future Updates​

Updating Tool Metadata from CSV​

  1. Export fresh CSV from TwentyCRM
  2. Run matching script: node scripts/match-csv-to-tools.js
  3. Review mapping: Check scripts/resources/tool-csv-mapping.json
  4. Update frontmatter: node scripts/add-frontmatter-to-tools.js
  5. Sync to Docusaurus: cd docusaurus && npm run build

Adding New Tool Categories​

If a new category is added to TwentyCRM:

  1. Add category to categoryToTitle() mapping in sync-tools.cjs
  2. The build will automatically create the category directory and index page

Creating New Tools​

  1. Create file: tools/new-tool.md
  2. Add frontmatter (copy from existing tool and modify)
  3. Write content
  4. Sync: cd docusaurus && npm run build
  5. The tool will appear in its category automatically

Adding New Sections (Prompts, Processes, etc.)​

  1. Edit docusaurus/config/sections.ts
  2. Change section status from 'planned' to 'active'
  3. Create directory: docusaurus/docs/prompts/ (or whatever section)
  4. Add content files
  5. Rebuild site

The sidebar will automatically update.

File Locations​

  • Source tool files: tools/*.md (edit these)
  • Generated tool docs: docusaurus/docs/tools/*/ (auto-generated, don't edit)
  • CSV mapping: scripts/resources/tool-csv-mapping.json
  • Sections config: docusaurus/config/sections.ts
  • Sidebar config: docusaurus/sidebars.ts
  • Sync script: docusaurus/scripts/sync-tools.cjs

Testing​

Local Development​

cd docusaurus
npm start
# Visit http://127.0.0.1:3000/

Production Build​

cd docusaurus
npm run build
npm run serve

Deployment​

Push to GitHub main branch. Cloudflare Pages will automatically:

  1. Run npm run build (triggers prebuild hook)
  2. The prebuild hook runs sync-tools.cjs
  3. Builds and deploys to https://docs.pacing.agency

Notes​

  • Frontmatter is the source of truth for tool metadata
  • Category index pages regenerate on every build
  • To bulk-update costs/renewals, export CSV from TwentyCRM and re-run scripts
  • Sidebar structure is now managed via config/sections.ts for easier maintenance