Document Rules Engine

Automate post-rename actions like moving files, tagging, archiving, and cleanup.

The Document Rules Engine handles what happens after files are renamed. Use it to route files into folders, add Finder metadata, or clean up once a workflow is complete.

What it can do#

Rules can automate common organization tasks:

  • Move files into structured folders using placeholders
  • Apply Finder tags, comments, and color labels
  • Archive files to ZIP or move them to Trash
  • Set creation or modification dates

When to use it#

Use the rules engine when you need consistent organization beyond naming:

  • Sort files into a predictable folder structure
  • Tag documents for fast Spotlight search
  • Auto-archive or clean up after renaming

How it works#

Rules run in two phases so you can act before and after a filename is created:

  • When Added (Pre-AI): filter or prepare files before renaming
  • After Rename (Post-AI): move, tag, archive, or clean up once a final name exists

For full configuration details, see Rules.

Example workflow#

  1. Use a Preset to name invoices consistently.
  2. Add a rule: if the file is a PDF and the name contains "Invoice", move it to Invoices/{year}/{month}/.
  3. Apply a Finder tag like "Invoices" and add a comment with the vendor.

Related docs#