Organize Flow
Automatic file organization with simple rules: when a file appears, if it matches, then move it, tag it, label it — hands free.
What It Is
Organize Flow is FilesDesk’s rule engine. Each flow is three choices: When it runs (when a file appears, or after the AI renames), If which files match (extension, name, size, type, folder, dates — combined with All or Any), and Then what happens (move, copy, tag, color, comment, prefix, suffix, timestamp).
How It Helps You
- Files file themselves — invoices land in
Finance/2026, screenshots leave your Desktop. - Destination folders are created automatically, including nested date paths like
~/Documents/Finance/{year}/{month}. - On macOS, flows can add real Finder tags, color dots, and Spotlight-searchable comments.
- Every move shows in History with one-click undo.
- Flows targeting a folder watch it automatically — no separate watcher setup.
Actions at a Glance
| Action | What it does |
|---|---|
| Move / Copy into folder | Routes the file; supports {year} {month} {day} {date} and ~/ paths; folders auto-created |
| Add prefix / suffix | Fixed text around the name |
| Add timestamp | Custom-format stamp, before or after the name |
| Add Finder tags | Real macOS tags, searchable in Finder |
| Set color | Finder color dot (red, orange, yellow, green, blue, purple, gray) |
| Add comment | Finder comment, Spotlight-indexed, with date placeholders |
Starter Flows
One-click starters route billing documents, receipts, statements, tax documents, contracts, legal documents, photos, and screenshots — pick one, choose your destination folder, save.
See Organize Flow Examples for eleven ready-to-copy recipes.
Good to Know
- Order matters — actions run top to bottom: rename actions first, then the move, then tags and comments.
- All/Any matching — combine conditions strictly (ALL) or loosely (ANY) per flow.
- Cloud folders work — point flows at iCloud Drive, Google Drive, OneDrive, or Dropbox folders; changes sync everywhere.
- Use the destination preview before saving, and prefer absolute paths like
~/Documents/Finance/{year}.
Industries That Benefit
| Industry | How they use it |
|---|---|
| Accounting & finance | Invoices, receipts and statements sort themselves into year/month folders, tagged for review. |
| Legal | Signed agreements route to per-matter folders and get flagged red until reviewed. |
| Healthcare admin | Incoming referrals and lab results are filed by date the moment they arrive. |
| Creative studios | Client deliverables copy themselves into per-client archives, color-coded by status. |
Related
Last updated: 20 August 2026