Rules

Rules let you automate file organization beyond just renaming. Set conditions like "if this is a PDF" or "if the amount exceeds $1000", then define actions like moving to a specific folder, adding Finder tags, or archiving.

Rules work with Watch Folders to create hands-free workflows: files arrive, get renamed, and automatically organize themselves based on their content.

Rules are for files that keep arriving. For a one-time cleanup of an existing messy folder — where you don't have a structure yet — Organize (coming soon) has AI propose the folders and files everything in one reviewed, undoable batch.

The rule composer#

You build a rule as a plain sentence. Pick a trigger, the file types it should match, and where matching files go — the preview at the top updates as you choose. Try editing the rule below:

Creating Rules#

Rules follow an "if-then" structure: if conditions match, then actions execute.

The Mental Model#

Think of rules as filters with consequences:

• Conditions define which files the rule applies to
• Actions define what happens to matching files
• Timing defines when in the workflow the rule runs

Rule Conditions#

Match files based on properties:

Condition Operators#

Write conditions in natural language. Supported operators:

AND/OR Logic#

Combine conditions for precise matching:

AND (all must be true):

Extension is PDF
AND File size is greater than 1 MB
AND Filename contains "invoice"

OR (any can be true):

Extension is PDF
OR Extension is DOCX
OR Extension is TXT

Mixed:

(Extension is PDF OR Extension is DOCX)
AND Created this week

Rule Actions#

When conditions match, execute actions:

Move with Placeholders#

Use placeholders in destination paths for dynamic organization:

Invoices/{year}/{month}/{original}.pdf

Creates: Invoices/2024/03/amazon-invoice.pdf

Available path placeholders:

Finder Metadata#

Add organization that persists in Finder:

• Tags: Color-coded labels visible in Finder sidebar
• Comments: Searchable text in Get Info panel
• Color labels: Visual highlighting in file lists

Metadata survives renames and moves. Search for tagged files with Spotlight.

Two-Phase Execution#

Rules run at specific points in the workflow. Choosing the right phase matters.

Phase 1: When Added (Pre-AI)#

Runs before AI processing. Uses only local file properties.

Use for:

• Filtering which files get renamed (skip files by extension)
• Pre-sorting based on filename patterns
• Blocking files you don't want processed

Benefits:

• No AI credits consumed
• Instant evaluation
• Works with file metadata only

Example:

Condition: Extension is NOT PDF
Action: Skip (don't process)

Phase 2: After Rename (Post-AI)#

Runs after AI extraction and renaming. Can use extracted values.

Use for:

• Moving files based on extracted content (vendor, date, amount)
• Applying tags based on document type
• Organizing into content-aware folder structures

Benefits:

• Access to extracted values from templates
• Content-aware organization
• Works with AI-analyzed data

Example:

Condition: Extracted "vendor" equals "Amazon"
Action: Move to Finance/Amazon/{year}/{month}/
        Add tag "amazon"

Choosing the Right Phase#

Example Workflows#

Invoice Organization#

Watch Folder: ~/Downloads Preset: Invoice template (extracts date, vendor, amount)

Rule (After Rename):

Condition: Extension is PDF
Action: Move to Finance/Invoices/{year}/{month}/
        Add tag "invoice"
        Add Finder comment with extracted amount

Result: Downloads/scan.pdf → Finance/Invoices/2024/03/2024-03-15_Amazon_INV-4711.pdf

Screenshot Cleanup#

Watch Folder: ~/Desktop Preset: Smart Rename

Rule (When Added):

Condition: Filename starts with "Screenshot"
Action: Move to Screenshots/{year}/
        Add tag "screenshot"

Result: Clean desktop, organized screenshot archive

Photo Import#

Watch Folder: Camera uploads folder Preset: Smart Rename (location + subject)

Rule (After Rename):

Condition: Extension is HEIC OR Extension is JPG
Action: Move to Photos/{year}/{month}/

Result: Automatically organized photo library

Large File Archiving#

Watch Folder: ~/Downloads Preset: None (rule only)

Rule (When Added):

Condition: File size is greater than 100 MB
           AND Modified more than 30 days ago
Action: Archive to ZIP
        Move to Archives/{year}/

Result: Old large files compressed and archived

Receipt Archive#

Watch Folder: ~/Receipts Preset: Receipt template (date, merchant, amount)

Rule (After Rename):

Condition: Extracted "amount" is greater than 100
Action: Add tag "expense-report"
        Add Finder comment: "Amount: {amount}"

Result: Searchable, tagged receipt archive with amounts in comments

Best Practices#

Start Simple#

Begin with one rule per Watch Folder. Add complexity once you understand the workflow.

Good first rules:

• Move all PDFs to a Documents folder
• Tag all screenshots
• Archive files older than 30 days

Test Before Enabling#

Use Preview mode to see what would happen without making changes:

1. Create your rule
2. Select sample files
3. Click Preview to see proposed actions
4. Verify results match expectations
5. Enable the rule

Use Descriptive Names#

Name your rules clearly:

Combine with Presets#

The real power comes from combining Presets with Rules:

• Presets extract structured data from files
• Rules use that data for intelligent organization

Extracted values become available in After Rename rules, enabling content-aware automation.

Avoid Conflicts#

When multiple rules could match the same file:

• Rules execute in priority order (higher priority first)
• A "skip" or "abort" action stops further rule processing
• Move actions change the file location, which may affect subsequent rules

Manual vs Automatic Processing#

NameQuick supports both modes. Choose based on your needs.

Manual Processing#

• How: Select files and press Play
• Best for: One-time cleanups, selected batches, ad-hoc tasks
• Control: Full control over what gets processed
• Shortcut: ⌘⌥S from Finder

Automatic Processing (Watch Folders)#

• How: Files detected and processed automatically
• Best for: Downloads, Screenshots, camera imports, recurring workflows
• Control: Set once, runs forever
• Shortcut: None needed—it just works

Mix Both#

Use Watch Folders for routine files (Downloads, Screenshots) and Manual mode for ad-hoc batches (one-time cleanup of old files).

Getting Started#

1. Add a Watch Folder for a high-traffic location (Downloads or Screenshots)
2. Enable Auto processing
3. Start with Smart Rename to see how it works
4. Add a simple rule (like moving files to a subfolder)
5. Graduate to Presets for consistent naming patterns
6. Build content-aware rules that use extracted values