Automated File Organization and Tagging with Make.com
Build a Make.com scenario that watches a cloud storage folder, classifies files with AI, renames them with a standard convention, and moves them to organized directories.
Eliminate chaotic file storage by automatically classifying, renaming, and organizing documents as they arrive.
At a glance
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Prompt objective
Eliminate chaotic file storage by automatically classifying, renaming, and organizing documents as they arrive.
Real use case
A legal firm receives 100+ documents daily via email and uploads. Files have random names, are scattered across shared drives, and take 30 minutes each to find later.
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Prompt
Act as a document management specialist. Design a Make.com scenario for [COMPANY NAME] that automatically organizes incoming files in [GOOGLE DRIVE/DROPBOX/ONE DRIVE].\n\n**Context:**\n- Incoming folder: [FOLDER PATH]\n- File types: PDF, DOCX, XLSX, images, [OTHER]\n- Average files per day: [NUMBER]\n- Classification categories: [CATEGORY 1], [CATEGORY 2], [CATEGORY 3], [CATEGORY 4]\n- Naming convention: [YYYY-MM-DD]_[TYPE]_[CLIENT/PROJECT]_[DESCRIPTION]\n\n**Deliverables (numbered):**\n1. Watch module: detect new files in [INCOMING FOLDER], filter by file type, exclude temporary files (~$ prefix, .tmp)\n2. AI classification: send file content/metadata to [AI MODEL] with prompt to determine category, client/project, and key dates\n3. Metadata extraction: pull dates, names, amounts, and reference numbers from document using [OCR/AI]\n4. Rename logic: apply naming convention [FORMAT], handle duplicates (append _v2, _v3), validate against naming rules\n5. Move/route: place file in organized folder structure /[YEAR]/[CATEGORY]/[CLIENT]/[FILENAME], create symlink or reference in [DATABASE]\n6. Notification: Slack message in [CHANNEL] with file summary, category, and location; email to uploader confirming organization\n7. Search index: log file metadata (original name, new name, category, client, date, size) to [AIRTABLE/SHEET] for searchable index\n\n**Constraints:**\n- Must preserve file permissions and sharing settings\n- Must handle files with no extractable metadata (flag for manual review)\n- Must support bulk processing of existing unorganized files
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- 1Replace the key placeholders first: COMPANY NAME, GOOGLE DRIVE/DROPBOX/ONE DRIVE, FOLDER PATH, OTHER.
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