File Organizer
Every file named well and filed right.
File Organizer
Productivity & Projects
- RuleDone:
A file lands in the inbox folder.
- RuleDone:
Skip rules check file type, size and "do not move" labels.
- RuleDone:
The file's type, project and date are worked out (by the Document Classifier).
- RuleDone:
A safe name is built from your pattern, and the folder comes from your map.
- RuleDone:
Duplicates and name clashes are checked.
- PersonWaiting for approval:Waiting for you
Confident, non-sensitive files move. Others go to an approval card.
For example: A 15-person accounting firm scans client paperwork into one inbox folder.
Waiting for you. Nothing has changed yet.
Review for important actions. Customer-facing and record-changing actions are reviewed first.
What is File Organizer?
In shortFile Organizer is an AI automation for Productivity & Projects teams that works with Dropbox, Google Drive, OneDrive and SharePoint. Files dropped into an inbox folder get a clear name and move to the right approved folder. Duplicates are flagged and every move can be undone. It is built for office managers, operations teams and everyone who saves files.
Last reviewed
Key facts
- Department
- Productivity & Projects
- Starts when
- A new file appears in a watched "inbox" folder
- Works with
- Dropbox, Google Drive, OneDrive, SharePoint
- Run modes offered
- Shadow, Draft, Assisted and Auto
- Human control
- Review for important actions
- Status
- Available now
The problem today
Shared drives fill with scan_0012.pdf and Final_v3 (2).docx. People spend 5–20 minutes finding a document. Invoices and contracts sit in the wrong client folder, and the same file is stored 4 times.
What it does
Each file dropped in a watched inbox folder is classified by type, project and date. It gets a clean standard name, like 2026-10-14_ACME_invoice_q3-hosting.pdf, and moves to the right folder from your approved folder map. Duplicates go to a review folder. Every move is logged and can be undone with one click. Nothing is ever deleted.
How does File Organizer work?
How it works- Rule you set
- AI step
- A person decides
- Step 1Rule
A file lands in the inbox folder.
- Step 2Rule
Skip rules check file type, size and "do not move" labels.
- Step 3Rule
The file's type, project and date are worked out (by the Document Classifier).
- Step 4Rule
A safe name is built from your pattern, and the folder comes from your map.
- Step 5Rule
Duplicates and name clashes are checked.
- Step 6Person
Confident, non-sensitive files move. Others go to an approval card.
What you get
Key features- Your own naming pattern (date, project code, type, short description)
- Folder chosen only from your approved destination map
- Duplicate detection by file content, moved to a _duplicates folder
- Same name with different content becomes _v2, _v3
- One-click undo restores the old place and name
- Weekly report of moves, duplicates, cards and undos
How much does it do on its own?
Run modesPick a mode to see what File Organizer would do at each step.
Every automation starts in Shadow. Move it up when you are ready, and back down at any time. How run modes work
File Organizer in Shadow
Runs on real data and shows what it would have done. No app is changed and no message is sent.
- Rule
A file lands in the inbox folder.
Watches for it
- Rule
Skip rules check file type, size and "do not move" labels.
Runs on real data, read only
- Rule
The file's type, project and date are worked out (by the Document Classifier).
Runs on real data, read only
- Rule
A safe name is built from your pattern, and the folder comes from your map.
Runs on real data, read only
- Rule
Duplicates and name clashes are checked.
Runs on real data, read only
- Person
Confident, non-sensitive files move. Others go to an approval card.
Shown to you as a suggestion
Shadow vs Auto for File Organizer
Auto is the most it can do on its own. Here is each step side by side.
| Step | Shadow | Auto |
|---|---|---|
| In short | Runs on real data and shows what it would have done. No app is changed and no message is sent. | Runs without approval, with limits, alerts and a kill switch. Unlocks after a trial period in Assisted. |
| Step 1A file lands in the inbox folder. | Watches for it | Runs on its own within your limits |
| Step 2Skip rules check file type, size and "do not move" labels. | Runs on real data, read only | Runs on its own within your limits |
| Step 3The file's type, project and date are worked out (by the Document Classifier). | Runs on real data, read only | Runs on its own within your limits |
| Step 4A safe name is built from your pattern, and the folder comes from your map. | Runs on real data, read only | Runs on its own within your limits |
| Step 5Duplicates and name clashes are checked. | Runs on real data, read only | Runs on its own within your limits |
| Step 6Confident, non-sensitive files move. Others go to an approval card. | Shown to you as a suggestion | Within your limits; anything outside them goes to a person |
| True in every mode | Never deletes, trashes or changes sharing. It moves only inside approved folders. | |
What it will never do on its own
Safety & human control- Never deletes, trashes or changes sharing. It moves only inside approved folders.
- Sensitive types (contract, HR, payroll, ID document, medical) always need approval.
- A move to a folder shared more widely than the inbox needs approval.
- New filenames never contain personal names, ID numbers or bank numbers.
- More than 200 files in 10 minutes pauses it. Legal-hold drives are never left.
- You approve before it acts
- Your data stays yours
- It knows its limits
- Stop anytime
What will you see on your dashboard?
Results you can trackTargets are quality goals the automation is built to reach. Estimates are calculated from your own volumes.
- Target
Files filed in the folder a person would choose (target: ≥ 95%)
A goal it is built to reach
- Target
Misfile rate (target: under 2%)
A goal it is built to reach
- Tracked
Files filed in under 1 hour
Measured on your own data
- Tracked
Duplicates found (count and MB)
Measured on your own data
- Tracked
Files seen, moved, sent for approval and skipped
Measured on your own data
- Target
Undo success (target: 100%)
A goal it is built to reach
A 15-person accounting firm scans client paperwork into one inbox folder. A file called scan_0045.pdf is recognised as a Q3 invoice for client "Sharma Traders" and filed into that client's Invoices folder. A payslip is held for the office manager to approve.
Who is File Organizer for?
- Office managers
- Operations teams
- Everyone who saves files
Industries: Professional services, Accounting & bookkeeping firms, Agencies, Real estate, Legal firms, Any industry
Also useful for: IT & Data Operations
Connects to the apps you already use
Works withApp names are trademarks of their owners. Charviam connects to them; it is not a partner or reseller.
- Dropbox
- Google Drive
- OneDrive
- SharePoint
Better together
Automations that hand work to File Organizer, or pick up where it stops.
What do you need to set it up?
Setup- Connect your storage and choose the inbox and approved destination folders
- Build the destination map (document type × project) and project list with aliases
- Set the naming pattern, sensitive types and auto-move confidence (default 0.90)
- Set up the Document Classifier (15) on the same storage
- Run Shadow for 2 weeks on one inbox
Typical setup
- 01Connect your apps
- 02Configure the rules
- 03Run a watch-only trial
- 04Go live
Not included
- Deleting any file, including duplicates
- Changing sharing permissions
- Organising a whole existing drive in one go
Questions about File Organizer
FAQSee File Organizer on your own data
WalkthroughIt starts in Shadow, where it only watches and suggests, so nothing changes in your apps until you say so.