Smart Folders
Smart Folders are designated directories that Sortio continuously monitors, automatically sorting new files based on your configured rules and AI preferences as they arrive.
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What is Smart Folders?
Smart Folders transform any folder on your computer into an intelligent inbox that automatically organizes files as they arrive. Unlike traditional folders that simply store files, Smart Folders actively process and categorize new additions based on your preferences. When you designate a folder as "smart," Sortio watches it for changes and applies your sorting rules automatically—no manual intervention required.
How It Works
When you designate a folder as a Smart Folder, Sortio registers it for continuous monitoring. Each time a new file is added to that folder, Sortio analyzes it using your configured sorting preferences and AI-powered categorization. The file is then automatically moved to the appropriate destination folder based on file type, content, metadata, or your custom rules. This happens in the background without interrupting your workflow. You can have multiple Smart Folders with different configurations, each handling files according to its specific rules.
Key Capabilities
- Real-time folder monitoring for new files
- Automatic categorization based on file type and content
- Custom rules for specific file patterns
- Works in background without interrupting your workflow
- Multiple Smart Folders with different configurations
- Optional file renaming during sort operations
- Integration with activity logging for full audit trail
Getting Started
Open Sortio and navigate to the Smart Folders section
Click "Add Smart Folder" and select any folder on your computer
Choose a sorting method: by type, date, content, or custom rules
Set destination folders for each category
Optionally enable file renaming during sort
Save and your Smart Folder begins monitoring immediately
Use Cases
Downloads Folder
Automatically sort new downloads into Documents, Images, Videos, and more as they arrive
Email Attachments
Point a Smart Folder at your email attachment directory to auto-organize incoming files by sender or project
Scan Inbox
Automatically categorize and file scanned documents as they come off your scanner
Project Intake
Create a client intake folder that automatically files new documents into the correct project structure
Desktop Cleanup
Turn your Desktop into a Smart Folder that keeps it tidy by moving files to appropriate locations
Configuration Options
Sorting Method
Choose between file type, date, content analysis, or custom rules for categorization
Destination Mapping
Define where files of each category should be moved
File Renaming
Optionally rename files according to a pattern during sorting
Exclusion Patterns
Specify file types or patterns to ignore
Scheduling
Set monitoring frequency or enable real-time monitoring
Best Practices
- Start with one Smart Folder (like Downloads) before expanding
- Use clear, descriptive destination folder names
- Review sorted files periodically to refine your rules
- Create a "Review" destination for files that need manual attention
- Enable activity logging to track what gets sorted where
- Back up important files before enabling Smart Folders on them
Frequently Asked Questions
Will Smart Folders work when my computer is asleep?
Smart Folders monitor for changes when Sortio is running. If your computer sleeps, monitoring pauses and resumes when you wake it. Any files added during sleep will be processed once monitoring resumes.
Can I pause a Smart Folder temporarily?
Yes, you can disable monitoring for any Smart Folder without removing it. This is useful when you want to manually manage files temporarily or make bulk changes to a folder.
What happens if a file doesn't match any rule?
You can configure a default destination for unmatched files, or leave them in place for manual review. We recommend creating a "Needs Review" destination for files that don't fit your categories.
Do Smart Folders work with content analysis?
Yes. When content analysis is enabled, Smart Folders can sort files based on their content, not just filename or type. Content analysis only occurs when you explicitly enable the content sorting toggle.
Related Glossary Terms
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Experience the power of Smart Folders and transform how you organize your files with Sortio.
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