Complete user guide

Set up the organizer correctly, one setting at a time.

This tutorial explains how filenames are read, how folders are created, and how to prepare templates for Drawings, RFIs, RFAs, and other project documents.

Start the tutorial

Start here

Recommended first-time workflow

  1. Select the correct template for Drawings, RFI, RFA, or another document type.
  2. Select the main folder that contains the files.
  3. Check the filename separator and token order in Settings.
  4. Test one real filename in Parser Preview.
  5. Check the folder arrangement and keep Copy mode enabled.
  6. Save settings, run Start Scan, and review the processed-files table.
Test with copied files first. Do not use Move mode on live project files until the preview and folder layout are correct.

Setting group 1

Templates

Templates store a complete naming and folder rule for a specific document type.

Selected Template

Choose the rule set you want to use or edit. Built-in examples include Drawings, RFI, and RFA.

Apply to Editors

Loads the selected template into the settings boxes so you can inspect or modify it.

Save Current as Template

Saves all visible naming, folder, keyword, and table settings as a reusable template.

Delete Template

Removes a template that is no longer needed. It does not delete project documents.

Folder Name Keywords

These keywords help the app warn when a user chooses the wrong template or folder.

Drawings: drawing, drawings, dwg
RFI: rfi, request for information
RFA: rfa, request for approval

Recommended: Use specific words that normally appear in the selected folder path.

Setting group 2

Drawing naming standard

Filename Separator

For TEST-A-ELEC-BB-L1-HL-DWG-Z1-R0.pdf, the separator is -. For names joined with underscores, use _.

Recommended: Use the single character that separates every filename part.

Filename Token Order

Enter one field per line in the exact order used by the filename.

project
strata
trade
contractor
main_level
sub_level
drawing_type
zone
revision

The first token reads the first filename part. Folder order is configured separately.

Ignore

Use ignore for a filename part that exists but should not be stored or used.

Custom Fields

Create fields such as rfi_number, rfa_number, originator, or package. Use lowercase text and underscores.

Field Labels and Descriptions

Give technical field names a readable label and explanation.

contractor = Contractor Name | Company responsible for the document
rfi_number = RFI Number | Unique RFI reference

Setting group 3

Parser Preview / Test

Parser Preview tests a sample name without copying or moving any files.

TEST-A-ELEC-BB-L1-HL-DWG-Z1-R0.pdf
Project TESTTrade ELECLevel L1Zone Z1Revision R0Type DWG
Do not start a large scan until the preview values match the filename correctly.

New in version 2.1.1

Excel naming generators

Open Naming Generator from the app sidebar, then choose the generator that matches your project requirement.

Custom Naming Generator

Creates an Excel workbook from the active app template. It uses your configured filename separator, field order, and available project code lists.

ISO 19650 Naming Generator

Creates a guided workbook for project, originator, volume or system, level or location, type, role, number, revision, status, extension, and file title.

The ISO 19650-style workbook is a practical guide. Confirm all codes and filename rules against the project BIM Execution Plan, information protocol, appointment requirements, and CDE rules.

Setting group 4

Scan and monitor rules

Scan and Monitor Subfolders Recursively

Checks the selected folder and every folder below it. New subfolders are included automatically during monitoring.

Recommended: Enabled for normal project folders.

Use PDF/DOCX/XLSX Metadata Fallback

Checks document metadata only when a required value is not found in the filename.

Recommended: Enabled.

Use Document Text Fallback

Checks searchable text inside supported PDF, DOCX, XLSX, and TXT files. Filename detection always has first priority.

Recommended: Enabled when incoming filenames may be incomplete.

Setting group 5

Duplicate handling

Skip if Same Name and Same File Content

Prevents an identical file from being copied again.

Recommended: Enabled.

Same Name but Different Content

The app asks what to do and never overwrites silently. A new copy can be renamed as drawing_1.pdf, drawing_2.pdf, and so on.

Setting group 6

Keyword lists

Trade Codes

Add every project discipline code, for example ARC, STR, M&E, MEP, ELEC, MECH, PLUMB, CIVIL, ACMV, ELV.

Main Level Codes

Examples: B1, B2, GF, L1, L2, L3, RF, ROOF.

Sub-Level Codes

Examples: UG, HL, LL. Keep these separate from main levels.

Zone Codes

Examples: 01, 02, 03, 04, Z1, Z2, Z3. Use the exact format found in project filenames.

Revision Regex Patterns

The default accepts R0, R1, R2, RA, RB, RC. Regular expressions are technical rules; change them only after testing the new revision format.

Setting group 7

Folder arrangement and structure

Top Folder Naming Order

Defines the main grouping fields, such as strata, trade, contractor, main_level.

Full Folder Arrangement

Each line creates one folder level.

strata
trade
contractor
main_level
zone
revision

This can create A\ELEC\BB\L1\Z1\R0\.

Combine Fields in One Folder

Use + to join values at one folder level. For example, strata + trade can create A_ELEC.

Missing Folder Values

If a required value cannot be found, the app uses MISSING so the problem remains visible.

Setting group 8

Processed-file table columns

Enter one column per line. System columns are file, action, and destination. Metadata columns can include any built-in or custom filename field.

file
project
strata
trade
contractor
main_level
sub_level
zone
drawing_type
revision
action
destination

Changing table columns changes the display and related export data. It does not change filename parsing.

Setting group 9

Copy, move, theme, and saving

Copy Instead of Move

Copy mode keeps the original file. Move mode removes it from the source after placing it in the destination.

Recommended: Enabled for first scans and important project files.

Theme

Light and Dark affect only the interface appearance. They do not change processing.

Save Settings

Saves preferences and templates locally so they load the next time the app opens.

Working examples

Drawings, RFI, and RFA

Drawing

TEST-A-ELEC-BB-L1-HL-DWG-Z1-R0.pdf

Folder: A\ELEC\BB\L1\Z1\R0

RFI

TEST-RFI-001-ELEC-L1-R0.pdf

Use ignore for the literal RFI part, then map rfi_number.

RFA

TEST-RFA-025-MECH-L2-RA.pdf

Use ignore for the literal RFA part, then map rfa_number.

Common problems

Troubleshooting checklist

Many fields show MISSING
Check the template, separator, filename part count, and token order. Then use Parser Preview.
Wrong template warning
Select the correct folder or add a specific folder keyword to the template.
Files go to the wrong folder
Check the Full Folder Arrangement. Each line is one folder level.
Revision is missing
Confirm the filename includes it, the layout contains revision, and the code matches a revision pattern.
Files are copied instead of moved
Copy Instead of Move is enabled. This is the safe default.

Ready to begin

Install version 2.0.2 and test your first template.