File Organizer

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

1. PARA Method: Projects, Areas, Resources, Archive 2. Date-First: Enables chronological sorting 3. Descriptive Names: Future you will thank you 4. Flat is Better: Avoid deep nesting (max 3-4 levels) 5. 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