# Sortio: Complete Product Documentation ## What is Sortio? Sortio is an AI-powered desktop application that organizes, renames, and helps you find files using natural language. It works directly on your existing filesystem: no migration to a new storage platform, your files stay where they are. Just tell Sortio what you want ("organize my downloads by project" or "sort these statements by client and year") and it handles the rest. By default, AI processing runs through Sortio's cloud; see Security & Privacy below for exactly what is sent. Sortio runs on macOS, Windows, and Linux. It is built with Tauri for native performance and deep OS integration. By default, AI processing runs through Sortio's cloud (OpenAI). For maximum privacy you can run AI processing locally with Offline mode (Ollama), so nothing leaves your machine in that mode, or bring your own API key (BYOK) so requests go directly from your machine to your provider. Website: https://www.getsortio.com Download: https://www.getsortio.com/download Documentation: https://www.getsortio.com/docs Releases: https://github.com/canonicalmg/Sortio-Releases --- ## Core Features ### Intelligent Sorting Sortio uses AI to organize files into logical folder structures based on file names, metadata, and optionally file content. You describe your desired organization in plain English ("sort by client name and year" or "organize by file type and project") and Sortio creates the folder structure and moves files accordingly. - Sorts by filename, metadata, creation/modification dates, and (optionally) file content - Content reading covers text-bearing formats: PDFs with a text layer, Word, Excel, PowerPoint, plain text, Markdown. Sortio does not perform OCR; image files and image-only scans sort by filename and metadata, or you can add a text layer first with a free tool like OCRmyPDF - Handles any file type for filename/metadata sorting: documents, images, videos, code, archives, and more - Creates nested folder hierarchies automatically - AI sort handles up to 5,000 files per run (a performance recommendation for the best speed and accuracy); rule-based sorting has no file limit - Shows a preview before applying; a backup is kept so every sort is reversible ### Intelligent File Renaming AI-powered batch renaming that understands the text content and context of files. Toggle between AI-suggested names and original names. Supports pattern-based renaming with natural language descriptions like "rename to YYYY-MM-DD_ClientName_DocumentType." ### Spaces (Smart Folders) Spaces are watched directories that automatically organize new files as they arrive. Configure each Space with: - **Auto-Sort:** Automatically sort new files using your rules or AI (Pro and above) - **Custom rules:** Define deterministic sorting logic per Space - Spaces monitor folders in the background so your files stay organized without manual intervention. ### Recursive Subfolder Sorting Sort files across nested directory trees with configurable depth and exclusion patterns. Sortio can process an entire folder hierarchy in one operation while respecting boundary rules you set. ### Deterministic Rules Engine Create IF/THEN sorting rules with comparators on file extension, size, name pattern, date, and more. Rules execute deterministically with no AI involvement, so they never touch your AI allowance, making them fast and predictable. Supports dry-run preview before execution. ### AI Rule Builder Create sorting and renaming rules using natural language in a conversational flow. Instead of writing complex regex or path patterns, describe what you want: "move all PDFs containing 'invoice' in the name to Finance/Invoices/" and Sortio generates the deterministic rule. ### Rule Discovery Browse and import community-created rulepacks tailored for specific professions and use cases: legal, finance, photography, development, and more. Share your own rules with the community. ### Semantic Search Find documents by their contents, not just filenames. Search for a person's name, a company, or a document type. Search uses only a trivial amount of your AI allowance. ### Activity Logging Every file operation is logged with timestamps, source/destination paths, and the rule or prompt that triggered it. Logs are stored on your device. Useful for auditability in professional environments. ### Offline Mode When using a local AI model via Ollama, AI processing runs entirely on your machine and file contents, filenames, and prompts stay on-device. This is the recommended configuration for users handling sensitive documents in legal or financial contexts. ### Localization The app UI ships in six languages: English, Chinese (Simplified and Traditional), Korean, German, and Spanish. A separate content-language setting controls the language of sort output (folder and file names), including Chinese. --- ## AI & LLM Architecture Sortio's AI capabilities support three strategies: ### Sortio Cloud (Default) Uses OpenAI GPT models via Sortio's API proxy. Zero setup: it works immediately after installation. Filenames and metadata are sent to plan sorts; file contents are sent only when a content-based feature is enabled. Content processed by the hosted AI is retained for up to 30 days, then purged. ### Local AI Runs AI models on your machine using Ollama (Llama, Mistral). No internet required for sorting. No file data leaves your device in this mode. Best for privacy-conscious users and regulated industries. Local and BYOK runs are not metered by Sortio and never count against your Sortio AI allowance. ### Bring Your Own Key (BYOK) Plug in your own OpenAI or Anthropic API key. Requests go from your machine directly to your provider under your account, not through Sortio's cloud. Sortio doesn't meter BYOK usage at all; it never counts against your Sortio AI allowance. --- ## Pricing ### Free ($0) - One-time AI trial allowance, enough to organize thousands of files (it does not refresh) - No credit card required - Rule-based sorting: free and unlimited (up to 5 rules) - Up to 3 Spaces - Preview before apply and undo history - Community starter rulepacks - Local LLM (Ollama) and BYOK supported - Semantic search included; the in-app assistant is always available ### Pro ($14.99/month or $99/year) - Monthly AI allowance sized for heavy use, measured over your last 30 days of AI activity. No Sortio user has ever used half of it. - AI sort up to 5,000 files per run - Unlimited rule-based sorting and automations (any folder size) - Unlimited Spaces - Watch folders (auto-sort on file change) - Knowledge Graph indexing - Unlimited file renaming - Import/export rule packs, community marketplace access - Bring your own AI key (BYOK): unmetered, no allowance used - Usage shown as a simple percentage in Settings - Commercial license - Email support - Available for macOS, Windows, and Linux ### Team ($29/seat/month or $290/seat/year) - Everything in Pro, per seat - Double the Pro AI allowance per seat, pooled across your team - Add seats to grow your shared allowance - Team workspaces and shared automations - Shared knowledge graph - Admin console: manage seats, invites, and policies - Centralized LLM policy - Priority support ### Enterprise (from $50/seat/month) - Everything in Team - Volume licensing, centralized billing, custom invoicing; SSO or dedicated deployment by arrangement, contact sales - Volume discounts at 25+ seats ### AI Usage Allowance - Every plan includes an AI allowance that covers all AI features: AI sorting, file indexing in Spaces, and AI rule generation. Usage is shown as a simple percentage in Settings, with a heads-up at 80%. - Free trial: a generous one-time allowance, typically enough to organize thousands of files. It does not refresh. - Pro: a monthly allowance measured over your last 30 days of AI activity. It frees up automatically as older usage ages out of the window. - Team: double the Pro allowance per seat, pooled across the whole team. Add seats to grow the shared allowance. - Rule-based (deterministic) sorting and automations: always free and unlimited, never touch the allowance. - BYOK and local models (Ollama, LM Studio): not metered by Sortio at all. - If the allowance runs out, AI features pause and nothing is lost: files, history, undo, search of already-indexed files, and rule-based sorting keep working. On Pro and Team, allowance frees up automatically as older usage ages out; on the free trial, upgrading to Pro continues right where you left off. The in-app assistant stays available. - Older app versions may display usage as credits; it is the same allowance underneath. - Lifetime and legacy plan holders keep their access; AI usage is included with those plans. ### How to buy The app is a free download. Sign in (magic-link email), then upgrade to Pro inside the app, which opens Stripe checkout in your browser. The Mac App Store version bills through Apple at different prices; the direct-download version from getsortio.com is the canonical distribution. --- ## Platforms & System Requirements ### macOS - macOS 11.0 (Big Sur) or later - Apple Silicon and Intel supported (universal build) - Direct download as a .dmg installer ### Windows - Windows 10/11 (64-bit) - Available as installer (.exe, x64) ### Linux - AppImage for universal compatibility - DEB packages for Ubuntu/Debian The latest version is always available at https://www.getsortio.com/download and https://github.com/canonicalmg/Sortio-Releases. --- ## Security & Privacy ### Encryption in Transit and at Rest Data is encrypted in transit using TLS 1.2 or higher and at rest on Sortio's managed infrastructure. Encryption is not end-to-end. By default Sortio uses its cloud (OpenAI) and sends filenames and metadata to plan the sort, so they are readable during processing; file contents are sent only if you enable a content-based feature. ### Data Retention Content processed by Sortio's hosted AI (filenames, extracted text, LLM responses) is retained for up to 30 days and then purged. To keep file contents off Sortio's cloud entirely, use Offline mode (Ollama) or bring your own API key (BYOK). ### Secure Authentication Account sign-in via magic-link email, with identity management for SSO available on Enterprise plans. ### Privacy-Preserving Options In Offline/local mode (Ollama), AI processing happens on your device and file data stays there. In cloud mode, file contents are not uploaded unless a content-based feature is explicitly enabled by the user. ### Data Integrity Protection Every sort operation creates a reversible backup with preview-before-apply. Files can be restored to their original locations. --- ## Who Uses Sortio ### Law Firms Matter-centric document organization with Clio integration: Sortio matches files to Clio matters, renames them consistently, and uploads them with an audit trail after you approve the plan. Confidentiality brief: https://www.getsortio.com/law-firms-confidentiality ### Accounting & Bookkeeping Route digital tax documents (1099s, W-2s, K-1s, statements, e-receipt PDFs) by client and tax year, rename from document text, and prep year-end archives. ### Real Estate Per-property and per-transaction filing for listing documents, disclosures, and settlement statements. ### Researchers & Academics Rename paper PDFs by author/year/title and sync to Zotero collections. ### Consultants & Small Business Per-client routing of deliverables and invoices, with shared rules on Team for standardized filing. --- ## How Sortio Works 1. **Select files or folders**: Choose what you want to organize, or set up a Space to watch a folder automatically. 2. **Describe your goal**: Tell Sortio in natural language how you want files organized ("by client and date" or "sort invoices into monthly folders"). 3. **Review the plan**: Sortio shows you a preview of the proposed folder structure and file movements before executing. 4. **Execute**: Sortio moves and/or renames files according to the plan. A backup is created automatically. 5. **Undo anytime**: Operations are reversible. Restore files to their original locations. --- ## Community - **Feature Leaderboard:** Vote on features and track the product roadmap at https://www.getsortio.com/leaderboard - Community rulepacks: browse and share sorting rules at the in-app Discover marketplace --- ## Contact & Support - Website: https://www.getsortio.com - Contact: https://www.getsortio.com/#contact - Documentation: https://www.getsortio.com/docs - In-app support chat available on all plans - Priority support for Team and Enterprise customers --- ## Technical Details - **Built with:** Tauri 2.x (Rust + TypeScript) for native desktop performance - **Backend API:** Fastify + TypeScript on GCP Cloud Run - **AI Models:** OpenAI GPT for cloud; Ollama for local inference - **Payments:** Stripe (direct download); Apple IAP (Mac App Store build) --- ## Links - Homepage: https://www.getsortio.com - Download: https://www.getsortio.com/download - Pricing: https://www.getsortio.com/pricing - Documentation: https://www.getsortio.com/docs - Compare: https://www.getsortio.com/compare - Law Firms: https://www.getsortio.com/for-law-firms - Feature Voting: https://www.getsortio.com/leaderboard - Terms: https://www.getsortio.com/terms-and-conditions - Privacy: https://www.getsortio.com/privacy-policy - llms.txt: https://www.getsortio.com/llms.txt