Organize files into folders by type, date or project
Your Downloads or Desktop holds 2,000 files called scan_003.pdf and IMG_8841.jpg, and finding last year's tax papers takes twenty minutes. Tell your todo.is agent how you'd like things grouped. It proposes a simple folder structure, sorts the files you attach, or writes a script you run on your own computer that previews every move first.
The prompt
- Help me organize files into folders. The files are [WHERE THE FILES ARE]. Sort them by [SORTING RULE]. Propose a folder structure no deeper than 3 levels first and wait for my OK. Put anything unclear in a folder called _To check instead of guessing. Never delete or overwrite a file; if two files have the same name, add a number. Then [DELIVERY]. Finish with a list of what went where.
What to change
- [WHERE THE FILES ARE]: E.g. "attached (40 PDFs and photos)", "in my Downloads folder on Windows" or "in ~/Desktop on my Mac".
- [SORTING RULE]: E.g. "type (Documents, Images, Videos, Installers)", "year and month", "client name found inside each PDF" or "project".
- [DELIVERY]: E.g. "send the sorted files back as a ZIP" or "write a script for Windows PowerShell (or Mac/Linux) that shows a preview before it moves anything".
Example result
- Proposed folder structure for Downloads
- • Documents
- - 2024, 2025, 2026 (by file date)
- • Finance
- - Invoices, Bank statements, Tax
- • Images
- - Screenshots, Photos
- • Videos
- • Audio
- • Installers (.exe, .msi, .dmg)
- • Archives (.zip, .rar, .7z)
- • _To check (files the rule can't place)
- Sorting rules used
- • File type first, by extension: .pdf, .docx, .xlsx and .txt go to Documents
- • PDFs with "invoice", "statement" or "tax" in the name go to Finance instead
- • Images whose name starts with "Screenshot" go to Images/Screenshots
- • Documents are split by the year the file was last changed
- • Duplicate names get " (2)" added, nothing is overwritten
- The script: organize_downloads.ps1
- • Step 1, preview: run it as is. It prints every planned move, e.g. "scan_003.pdf → Finance/Invoices", and changes nothing
- • Step 2, run: if the preview looks right, run it again with -Apply
- • Undo: it saves moves_log.csv, and undo_moves.ps1 puts every file back
- • Skips system files and anything open in another program
- Preview summary
- • Documents: 412 files
- • Finance: 136
- • Images: 903 (588 screenshots)
- • Videos: 74 · Audio: 21
- • Installers: 214 · Archives: 128
- • _To check: 58
- Keep it tidy
- • Make the folder plan a habit: once a month, ask your agent for a fresh preview of new files
- • Delete old installers yourself after checking them; the script never deletes anything
How to do it with todo.is
- Copy the prompt and say where the files are and how you'd like them grouped.
- For a small batch, attach the files in todo.is. For a whole folder, ask for a script for your system.
- Approve or adjust the folder plan your agent proposes.
- Download the sorted ZIP, or run the script in preview mode, check the list, then run it for real.
Tips for a better result
- Keep the structure shallow. Three levels is plenty; deep folder trees are as hard to search as a messy one.
- Start with one folder like Downloads, not your whole drive. Check the result, then reuse the same script elsewhere.
- Back up important files before running any script that moves files, even one with an undo log.
- Sorting by content (client, invoice date) is more useful than by type for work files. Your agent can read inside PDFs and Word files you attach.
- Pair it with bulk renaming so files are both in the right place and easy to recognize.
organize files into folders: FAQ
- What is the best way to organize files into folders? Pick one main rule you'll stick to, like project, client or year, and keep it to 2–3 levels deep. Add a single "To check" folder for files that don't fit.
- Can todo.is organize files on my computer directly? It doesn't access your hard drive. It sorts files you attach and sends them back, or writes a script that you run on your own computer.
- Is it safe to run a script that moves files? The script shows a preview first, never deletes or overwrites, and keeps a log so you can undo the moves. Back up important folders before running it anyway.
- Can it sort files by what's inside them? Yes, for files you attach. Your agent reads PDFs, Word documents and images, for example to sort invoices by supplier or contracts by client.
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