Rules

Rules let you automate file organization beyond just renaming. Set conditions like "if this is a PDF" or "if the name contains Invoice", then define actions like moving to a specific folder, adding tags, or archiving. Rules work on Mac and Windows.

Rules act only on files in Watch Folders, not on files you add to Quick Rename. Together they create hands-free workflows: files arrive, get renamed, and organize themselves based on their properties and finished name.

Rules are for files that keep arriving. For a one-time cleanup of an existing messy folder, see Organize.

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.

1. Add a Rule

   Open Rules in the sidebar and use + Add a Rule for added files or + Add a Rule for renamed files.

2. Disable it while you configure it

   A new Rule starts switched on. Switch it off while you configure it, so it shows Paused. Valid edits save automatically.

3. Enable it

   Switch it on when the Proof pane shows the matches you expect. It then shows Running.

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 file properties. Use Add a condition:

AND/OR Logic#

Choose and to require every condition, or or to accept any one. The choice applies to the whole list; there are no nested groups.

AND (all must be true):

type is PDF
and size is larger than 1 MB
and name contains "invoice"

OR (any can be true):

type is PDF
or type is DOCX
or type is TXT

A single type is condition can also list several types at once.

Rule Actions#

When conditions match, execute actions. Use Add action:

Move with Placeholders#

Move the file has two options. move it into a folder keeps the file's new name. move it to a path uses a Relative path pattern that also names the file. The original extension is kept.

Invoices/{year}/{month}/{original}

Creates: Invoices/2026/09/amazon-invoice.pdf for a file processed in September 2026.

Available path placeholders:

There are no placeholders for extracted values such as {vendor}, {client}, {category} or {amount}.

Tags, comments and color labels#

Add organization that persists with the file:

• Tags and comments: on Mac they show in Finder. An empty Set tags or Set a comment action clears the tags or comment the file already has.
• Color labels: show in your NameQuick library; on Mac NameQuick also sets the matching Finder label.

On Mac, 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 a file is added (Pre-AI)#

Runs before AI processing and decides how the file is named. Uses only file properties.

• Use Preset: names the file with the preset you pick
• Keep the current name: skips the AI and files the file straight away. It is not held for name review.

Use for:

• Choosing a preset per file type or folder
• Keeping files you don't want renamed, like drafts
• Moving or tagging files without renaming them (with Keep the current name)

Example:

When a file is added
Condition: name contains "draft"
Action: Keep the current name

Phase 2: After a file is renamed (Post-AI)#

Runs after renaming, and also when you approve a name held for review. Conditions see the finished name, not extracted values.

Use for:

• Moving files based on words your preset put into the name
• Applying tags by file type or name
• Archiving or cleaning up after renaming

Example:

After a file is renamed
Condition: name contains "Amazon"
Action: Move the file → move it into Finance/Amazon
        Set tags "amazon"

To make this work, your preset must put the vendor name into the filename.

Choosing the Right Phase#

Order and conflicts#

When a file is added, Rules are checked top to bottom and the first match wins. Drag Rules to reorder them.

After a file is renamed, the order depends on Settings → Renaming → Run all matching Rules. Off: the first matching Rule wins. On: every matching Rule contributes, and the first one to set an action wins that action.

Example Workflows#

Invoice Organization#

Watch Folder: ~/Downloads Naming preset: Invoice (filename template: date, vendor, fixed text Invoice, invoice number)

Rule (After Rename):

Condition: type is PDF
       and name contains "Invoice"
Action: Move the file → move it into Finance/Invoices
        Set tags "invoice"

Result: Downloads/scan.pdf → Finance/Invoices/2026-09-15_Amazon_Invoice_INV-4711.pdf

Screenshot Cleanup#

Watch Folder: ~/Desktop Preset: Smart Rename

Rule (After Rename):

Condition: type is PNG
Action: Move the file → move it into Screenshots
        Set tags "screenshot"

Result: Clean desktop, organized screenshot archive

Photo Import#

Watch Folder: Camera uploads folder Preset: Smart Rename

Rule (After Rename):

Condition: type is HEIC, JPG
Action: Move the file → move it to a path: Photos/{year}/{month}/{original}

{year} and {month} are the processing date. For the capture date, use the EXIF placeholder {date_taken}.

Result: Automatically organized photo library

Large File Archiving#

Watch Folder: ~/Downloads Preset: Smart Rename

Rule (After Rename):

Condition: size is larger than 100 MB
Action: Create an archive → archive a copy to Archives

Result: Large files get a compressed copy in your archive folder

Receipt Archive#

Watch Folder: ~/Receipts Naming preset: Receipt (filename template: date, merchant, fixed text Receipt, amount)

Rule (After Rename):

Condition: name contains "Receipt"
Action: Set tags "expense-report"

Result: Searchable, tagged receipt archive. The amount is in the filename, where your preset put it.

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 larger than 100 MB

Test Before Enabling#

Use the Proof pane to see which recent files a Rule would match:

1. Create the Rule disabled

   Create your rule and switch it off while you configure it, so it shows Paused.

2. Add sample copies

   Add copies of sample files to an empty test watch folder set to Review first.

3. Check Proof

   Check the Proof pane, for example "Matches 2 of 5 recent files", and the reasons others don't match.

4. Enable and test for real

   Switch the Rule on so it shows Running, add fresh copies, and check the real destination folder.

Use Descriptive Names#

Name your rules clearly:

Combine with naming presets#

The real power comes from combining naming presets with Rules:

• Filename templates put structured fields and fixed words like Invoice into the name
• Rules match those words with name contains and organize the file

Rules don't read extracted values directly, so anything a Rule should react to must end up in the filename.

Avoid Conflicts#

When multiple rules could match the same file, see Order and conflicts. Check other enabled Rules that cover the same watched folder before enabling a new one.

Manual vs Automatic Processing#

NameQuick supports both modes. Rules apply only to automatic processing.

Manual Processing#

• How: Drag files onto NameQuick or use Add files; they are named in Quick Rename
• Best for: One-time cleanups, selected batches, ad-hoc tasks
• Control: Full control over what gets processed. Rules don't run here.
• Shortcut (Mac): ⌘⌃S renames the files selected in Finder

Automatic Processing (Watch Folders)#

• How: New files are detected and processed while NameQuick is running
• Best for: Downloads, Screenshots, camera imports, recurring workflows
• Control: Set once; start with Review first
• Shortcut: None needed

Mix Both#

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

Getting Started#

1. Add a Watch Folder in Settings → Folders, starting with an empty test folder
2. Choose Review first so you approve names first
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 name-based rules that match words your preset puts into the filename