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Start from Everyday or your own folder list
A Your folders set lists folders with a note on what goes in each. The AI reads each document and picks one folder. If none fits, the AI does not guess; the file waits for your choice.
The built-in Everyday set covers home paperwork with folders such as Invoices & Receipts and Medical. To change it, click its copy icon (Make an editable copy), or start empty with New folder set….
See document organization options for the full overview.
Write what goes in each folder
A set for home paperwork:
| Folder | What goes here |
|---|---|
| Invoices | Bills and payment requests still to be paid: supplier, amount due, due date. Not receipts. |
| Receipts | Proof that a purchase or payment is done: shop receipts, payment confirmations. |
| Contracts | Signed agreements with terms: leases, employment and service contracts. |
| Insurance | Policies, coverage letters and claims from insurers. |
| Tax | Tax returns, assessments and letters from the tax office. |
The AI knows a folder only by its name and this text. Both are sent with every file, so both have limits in AI settings: Category Desc, 150 characters by default (up to 300), and Max Categories, 12 folders (up to 50). At a limit, the editor shows an AI settings button.
Create the set and run a batch
- Turn on Sort in the sidebar and choose an Output folder, such as Documents. Without one, folders are created next to each file.
- In the Sort folders menu, choose New folder set…, then Your folders.
- Under Add folder, type Invoices, Receipts, Contracts, Insurance, Tax and press Enter. Click each folder to fill in What goes here.
- Under Example file, pick a tricky file with Change and click Try to see its folder. Nothing moves.
- Name the set, click Save, add your documents and click Run AI if Auto mode is off.
A batch could then look like this (illustrative names):
| File | What is in it | Folder | New name (Rename on) |
|---|---|---|---|
| invoice_8841.pdf | Invoice from Brightwell | Invoices | Brightwell Invoice |
| Scan_0003.pdf | Scanned grocery receipt | Receipts | Grocery Store Receipt |
| IMG_5520.jpg | Photo of a car insurance card | Insurance | Car Insurance Card |
| document (3).pdf | Tax office letter about 2025 | Tax | Tax Assessment Letter 2025 |
| Untitled.png | Screenshot of a chat | None fits: Needs your choice | Chat Screenshot |
Fix files in the wrong folder
To move one file, use Move to another folder in its row actions.
If a whole kind of file goes wrong, open What the AI saw on one of its rows first. If the deciding word, such as Receipt, is not in what the AI got, no description can fix it. Otherwise edit the set: sharpen What goes here for the folders that overlap, click Try, then Save. Click Re-run next to Sort folders changed in the toolbar to sort the files again.
A file that fits no folder waits under Needs your choice and is not selected. Pick its folder with Choose folder or New folder; RenameClick remembers it for files with nearly the same name.
Move the files and reuse the set
Click Organize. Each moved file uses one apply credit, also when Rename is on and it is renamed in the same step. Undo puts the files back.
The set is now in every Sort folders menu, Auto Flow rules included. A rule cannot ask you, so there a file no folder fits goes to the top level of the destination.
See Sort folders settings for the full reference.