File Organizer

Intelligently organize and rename files based on their content and metadata.

Overview

This skill helps you:

• Analyze file contents to determine categorization

• Suggest folder structures

• Generate consistent naming conventions

• Identify and handle duplicates

• Create organization systems

How to Use

Analyze Files

"Analyze these files and suggest how to organize them"

"What category does this file belong to?"

"Suggest a better filename for this document"

Organize

"Create a folder structure for my project files"

"Organize my downloads folder"

"Sort these invoices by vendor and date"

Naming Conventions

Recommended Formats

Documents

YYYY-MM-DD_Category_Description_v1.ext

Example: 2026-01-29_Contract_ClientName_NDA_v1.pdf

Images

YYYY-MM-DD_Event/Project_Description_NNN.ext

Example: 2026-01-29_ProductLaunch_HeroImage_001.png

Invoices/Receipts

YYYY-MM-DD_Vendor_Amount_InvoiceNumber.ext

Example: 2026-01-29_Adobe_149.99_INV-12345.pdf

Meeting Notes

YYYY-MM-DD_MeetingType_Topic.ext

Example: 2026-01-29_TeamSync_Q1Planning.md

Naming Rules

• Use underscores or hyphens, not spaces

• Start with date for chronological sorting

• Include key identifiers (client, project, type)

• Add version numbers for iterations

• Keep names concise but descriptive

Folder Structures

Personal Documents

📁 Documents

├── 📁 Admin

│   ├── 📁 Finance

│   │   ├── 📁 Invoices

│   │   ├── 📁 Receipts

│   │   └── 📁 Tax

│   ├── 📁 Insurance

│   └── 📁 Legal

├── 📁 Work

│   ├── 📁 Projects

│   ├── 📁 Reports

│   └── 📁 Meetings

├── 📁 Personal

│   ├── 📁 Health

│   ├── 📁 Education

│   └── 📁 Travel

└── 📁 Archive

    └── 📁 [Year]

Project-Based

📁 ProjectName

├── 📁 01_Planning

│   ├── 📁 Requirements

│   ├── 📁 Proposals

│   └── 📁 Research

├── 📁 02_Design

│   ├── 📁 Mockups

│   ├── 📁 Assets

│   └── 📁 Specs

├── 📁 03_Development

│   ├── 📁 Source

│   ├── 📁 Tests

│   └── 📁 Documentation

├── 📁 04_Deliverables

│   └── 📁 [Version]

├── 📁 05_Admin

│   ├── 📁 Contracts

│   ├── 📁 Invoices

│   └── 📁 Communications

└── 📁 Archive

Client/Vendor

📁 Clients

└── 📁 [ClientName]

    ├── 📁 Contracts

    ├── 📁 Projects

    │   └── 📁 [ProjectName]

    ├── 📁 Invoices

    ├── 📁 Communications

    └── 📁 Assets

Output Formats

Organization Plan

## File Organization Plan

**Source**: [Folder/Location]

**Total Files**: [Count]

**Total Size**: [Size]

### Proposed Structure

[Folder tree]

### File Mapping

| Original Name | New Name | Destination |

|--------------|----------|-------------|

| IMG_1234.jpg | 2026-01-29_ProductPhoto_001.jpg | /Products/Photos/ |

| doc1.pdf | 2026-01-15_Contract_ClientA_NDA.pdf | /Clients/ClientA/Contracts/ |

### Actions Required

1. Create folders: [list]

2. Rename files: [count]

3. Move files: [count]

4. Review manually: [count with reasons]

Duplicate Report

## Duplicate Files Report

**Total Duplicates Found**: [Count]

**Space Recoverable**: [Size]

### Exact Duplicates

| File | Locations | Size | Recommendation |

|------|-----------|------|----------------|

| report.pdf | /Downloads/, /Documents/ | 2.3MB | Keep in /Documents/ |

### Similar Files

| Files | Similarity | Difference |

|-------|------------|------------|

| report_v1.pdf, report_v2.pdf | 95% | v2 has extra page |

Analysis Capabilities

Content-Based Categorization

• Documents: Contracts, reports, letters, forms

• Financial: Invoices, receipts, statements, budgets

• Media: Photos, videos, audio, graphics

• Code: Source files, configs, documentation

• Data: Spreadsheets, databases, exports

Metadata Extraction

• Creation/modification dates

• Author information

• File dimensions (images/video)

• Duration (audio/video)

• Page count (documents)

Automation Rules

Example Rules

## Auto-Organization Rules

### Rule 1: Invoices

- Trigger: PDF with "Invoice" or "INV-" in content

- Action: Move to /Finance/Invoices/[Year]/[Month]/

- Rename: YYYY-MM-DD_Vendor_Amount.pdf

### Rule 2: Screenshots

- Trigger: File matches "Screenshot*.png"

- Action: Move to /Screenshots/[Year-Month]/

- Rename: YYYY-MM-DD_HH-MM_Screenshot.png

### Rule 3: Downloads Cleanup

- Trigger: File in Downloads older than 30 days

- Action:

  - If document → Archive

  - If installer → Delete

  - If media → Sort to appropriate folder

Best Practices

Organization Principles

• PARA Method: Projects, Areas, Resources, Archive

• Date-First: Enables chronological sorting

• Descriptive Names: Future you will thank you

• Flat is Better: Avoid deep nesting (max 3-4 levels)

• Regular Maintenance: Schedule monthly reviews

File Hygiene

• Delete duplicates and temp files

• Archive completed projects

• Use cloud sync for important files

• Maintain consistent naming

• Document your system

Limitations

• Cannot access protected/encrypted files

• Large file moves require manual execution

• Content analysis depends on file format support

• Cannot guarantee perfect categorization

• Manual review recommended for important files