Smart File Organizer
Agreement_v3_FINAL_FINAL_revised never again
Watches your downloads and email attachments, auto-renames files with consistent naming conventions, and files them to the correct matter folder. Tracks versions so you always know which document is current. Finds any document with natural language search.
INGREDIENTS
PROMPT
Create a skill called "Smart File Organizer" for a lawyer. Monitor my downloads folder and email attachment folder for new files. When a new file arrives, analyze the filename, content, and context (sender email, associated matter) to determine which matter it belongs to. Rename using my naming convention: [MatterNumber]-[DocumentType]-[YYYY-MM-DD]-[Version]. Move to the correct matter subfolder (correspondence, pleadings, discovery, contracts, etc.). Track versions — if a document with the same base name already exists, increment the version number and note the changes. Run OCR on any scanned PDFs so they become searchable. Generate a weekly report of files that couldn't be auto-categorized for my manual review. Support natural language search across all organized files.
How It Works
Documents arrive from everywhere — email attachments, downloads, shared
drives, opposing counsel productions. This skill catches them all, names
them properly, and puts them where they belong.
What You Get
- Auto-rename incoming files with consistent naming (Matter-DocType-Date-Version)
- Auto-file to correct matter folder based on sender, content, and context
- Version tracking across document iterations
- Duplicate detection and merge
- Natural language file search ("find the Smith lease from March")
- OCR for scanned PDFs to make them searchable
- Weekly orphan report — files that couldn't be auto-categorized
Setup Steps
- Set up your matter folder structure
- Configure your naming convention preferences
- Point the skill at your downloads folder, email attachment folder, and any shared drives
- Let it run — it processes new files as they arrive
Tips
- The naming convention is your best friend in six months when you need to find something
- Check the orphan report weekly — it catches files that slipped through the cracks
- OCR scanned PDFs immediately so they're searchable from day one
- Works great with the Document Finder for a complete file management system