Auto-sort Documents (German Workflow)

This workflow shows how NameQuick not only renames scanned documents intelligently but also moves them into the right folders based on content. Instead of sorting every file manually, insurance policies land in Versicherungen/, rental contracts in Verträge/, invoices in Finanzen/Rechnungen/{year}/{month}/ and so on.

This example targets German document types (Versicherungspolice, Mietvertrag, Steuerbescheid, Gehaltsabrechnung, Arztrechnung) because that is where the auto-sort workflow pays off most. Use the same pattern with English document types if you operate in a different market.

Before & After#

Five-step workflow#

German folder structure#

A proven layout for private documents on the Mac:

~/Documents/
├── Versicherungen/       (Insurance)
│   ├── Haftpflicht/      (Liability)
│   ├── KFZ/              (Car)
│   ├── Kranken/          (Health)
│   └── Hausrat/          (Home contents)
├── Verträge/             (Contracts)
│   ├── Mietvertrag/      (Lease)
│   ├── Arbeitsverträge/  (Employment)
│   └── Abonnements/      (Subscriptions)
├── Steuern/              (Taxes)
│   ├── 2024/
│   ├── 2025/
│   └── 2026/
├── Finanzen/             (Finances)
│   ├── Rechnungen/       (Invoices)
│   │   └── {year}/{month}/
│   ├── Kontoauszüge/     (Bank statements)
│   └── Kreditunterlagen/ (Loan docs)
├── Gesundheit/           (Health)
│   ├── Arztrechnungen/   (Medical bills)
│   ├── Befunde/          (Diagnoses)
│   └── Rezepte/          (Prescriptions)
├── Arbeit/               (Work)
│   ├── Gehaltsabrechnungen/ (Payslips)
│   └── Zeugnisse/        (Certificates)
└── Urkunden/             (Certificates)
    ├── Geburt-Heirat/    (Birth/Marriage)
    └── Ausbildung/       (Education)

Templates for German document types#

A template defines which fields to extract from a document and how the filename is assembled. Switch between the five templates below:

Auto-sort rules#

After renaming, these rules move the file into the right folder. Conditions check the extracted content or the new filename. Enable rules one at a time and copy them into NameQuick:

Condition: Extracted content contains "Versicherung" OR "Police" OR "Versicherer"
Action:    Move to Versicherungen/{year}/
         Add tag "versicherung"

Condition: Extracted content contains "Mietvertrag" OR "Miete" OR "Vermieter"
Action:    Move to Verträge/Mietvertrag/
         Add tag "vertrag"

Condition: Extracted content contains "Rechnung" OR "Invoice" OR "Rechnungsnummer"
Action:    Move to Finanzen/Rechnungen/{year}/{month}/
         Add tag "rechnung"
         Add Finder comment with extracted amount

Condition: Extracted content contains "Steuerbescheid" OR "Finanzamt"
Action:    Move to Steuern/{year}/
         Add tag "steuer"

Condition: Extracted content contains "Gehaltsabrechnung" OR "Lohnabrechnung" OR "Netto"
Action:    Move to Arbeit/Gehaltsabrechnungen/{year}/
         Add tag "gehalt"

Condition: Extracted content contains "Arzt" OR "Praxis" OR "Behandlung" OR "Gebührenordnung"
Action:    Move to Gesundheit/Arztrechnungen/{year}/
         Add tag "gesundheit"

Watch Folder setup#

A single Watch Folder handles the entire inbox:

1. Watch Folder: ~/Scans/
2. Preset: Smart Rename with multiple document-type templates (NameQuick auto-selects the matching template)
3. Auto-sort rules: all rules above enabled, in the order shown

Scan sources that land in ~/Scans/:

• iPhone Notes app, AirDrop to the Mac
• Sheet-fed scanner with save-to-folder (e.g., ScanSnap iX1600)
• Multifunction device over an SMB share
• Docutain, Genius Scan, or Adobe Scan with cloud sync to ~/Scans/

Related articles#

• Document management on the Mac for private users — DMS alternative for private use
• Paperless office setup — full onboarding guide
• Digital archiving software comparison — software comparison
• Document retention periods in Germany — statutory retention periods
• Folder structure template for private use — folder hierarchy for German households