File Organizer

Automatically organize your legal case documents with intelligent classification, professional naming conventions, and customizable templates.

Your Side vs Their Side

Classify documents as claimant or employer/defense automatically

AI-Powered Sorting

Let the AI analyze filenames and suggest classifications

Safe Operations

Preview all changes before applying—never overwrites files

Opening the File Organizer

  • Keyboard: Press Ctrl+Shift+O
  • Command Palette: Ctrl+Shift+P → "Open File Organizer Dashboard"
  • Activity Bar: Click the folder icon in the left sidebar

The 4-Step Organization Workflow

1

Choose Template & Select Files

Pick an organization strategy and select the files you want to organize

  • Select an organization template (Workers Comp, Medical Only, etc.)
  • Choose 'Your Side' files (claimant/treating documents)
  • Choose 'Their Side' files (employer/WCB/defense documents)
2

Review Classifications

Check automatic classifications and manually adjust any misclassified files

  • See counts of files in each category
  • Handle unclassified files with bulk actions
  • Override any incorrect classifications
3

Configure Rules

Customize naming patterns and organization rules

  • Adjust naming patterns using variables like {Side}, {Category}, {Date}
  • Preview how patterns affect your files in real-time
  • Modify target folders and tags as needed
4

Review & Apply

Preview all proposed changes and apply when ready

  • See exactly what will be renamed and moved
  • Check for any potential conflicts
  • Monitor progress with real-time updates

Organization Templates

Choose from predefined templates designed for different legal workflows:

Workers Compensation - Full Case

Complete organization for workers' comp cases

Medical/Legal/Decisions/Correspondence/Evidence/

Best for: Full case file organization with all document types

Medical Reports Only

Focus on medical documentation management

Initial Reports/Treatment Records/Diagnostics/Specialist Consultations/

Best for: Organizing medical records and treatment documentation

Legal Documents Only

Court filings and legal correspondence

Filings/Motions/Judgments/Attorney Correspondence/

Best for: Court documents, motions, and legal filings

Your Side vs Their Side

Simple binary classification

YourSide/TheirSide/

Best for: Quick separation of claimant vs defendant documents

Quick Sort - AI Assisted

AI-powered organization with minimal input

Auto-generated based on content

Best for: Fast organization when you have varied file types

Understanding Classification

The File Organizer classifies documents into two sides:

Your Side

  • • Claimant documents
  • • Treating physician reports
  • • Personal medical records
  • • Your attorney correspondence
  • • Supporting evidence

Their Side

  • • Employer documents
  • • WCB/Board correspondence
  • • IME (Independent Medical Exam) reports
  • • Defense attorney letters
  • • Insurance communications

How Classification Works

  1. Manual Selection: You explicitly choose which side when selecting files
  2. Keyword Matching: Filenames are scanned for keywords (e.g., "IME", "employer", "treating")
  3. Case Keywords: Custom keywords from your case configuration
  4. AI Analysis: In AI-assisted mode, the LLM analyzes filenames for context

Naming Patterns

Customize how files are renamed using pattern variables:

VariableDescriptionExample Output
{Side}Classification sideYourSide, TheirSide
{Category}Document categoryMedical, Legal, Evidence
{ProjectName}Extracted from filenameSmith_Case
{FileType}Document typeReport, Letter, Decision
{Version}Version number (auto-detected)v1, v2
{Date}Current date2025-12-31
{Description}Original filenamemedical_report_january

Pattern Examples

{Side}_{Category}_{Description}.pdf→YourSide_Medical_Doctor_Report.pdf
{ProjectName}_{FileType}_{Version}_{Side}.docx→Smith_Deposition_v2_YourSide.docx
{Date}_{Category}_{Description}.pdf→2025-12-31_Legal_Motion_to_Compel.pdf

Case Configuration

For enhanced automation, set up case-specific configuration. The File Organizer can automatically launch the Case Onboarding wizard on first use.

Case Onboarding Steps

  1. Basic Info: Case number, claimant name, injury date, case type
  2. Your Side: Your lawyers and treating physicians
  3. Their Side: Employer info, defense lawyers, IME doctors
  4. Keywords: Custom keywords for auto-classification

This creates a .fileorg.json file in your workspace root with your case configuration.

Custom Keywords

Add case-specific names and terms to improve automatic classification:

Your Side Keywords

Dr. Smith, Dr. Carter, Sarah Johnson (attorney), treating, personal

Their Side Keywords

ABC Corp, David Brown (defense), IME, WorkSafeBC, adjudicator

Tip: Add the actual names of doctors, lawyers, and companies in your case. Files containing these names will automatically be classified to the correct side.

AI-Powered Classification

The Quick Sort - AI Assisted template uses AI to analyze your files:

  • Intelligent Analysis: LLM examines filenames for content clues
  • Smart Naming: Suggests professional legal naming conventions
  • Tag Generation: Creates 3-5 relevant tags per file
  • Confidence Scoring: Shows how certain the AI is about each classification
  • Fallback Support: Works even when AI is unavailable using keyword matching

Safety Features

The File Organizer is designed to be safe and reversible:

Never Overwrites — The system prevents accidental file overwrites. Duplicate names get automatic numbering.
Dry Run Preview — Always preview all proposed changes before applying. Nothing happens until you confirm.
Backup Creation — Optionally create backup copies before moving or renaming files.
Detailed Logging — All operations are logged with details for troubleshooting if needed.

Example: Organized Case Folder

After organizing a workers' comp case, your folder might look like:

📁 organized/
├── 📁 Medical/
│   ├── YourSide_Medical_Dr_Smith_Treatment_Report.pdf
│   ├── YourSide_Medical_MRI_Results_2025-01-15.pdf
│   ├── TheirSide_Medical_IME_Dr_Jones_Report.pdf
│   └── TheirSide_Medical_IME_Supplemental.pdf
├── 📁 Legal/
│   ├── YourSide_Legal_Appeal_Letter_v2.docx
│   ├── TheirSide_Legal_Denial_Decision.pdf
│   └── TheirSide_Legal_Defense_Response.pdf
├── 📁 Correspondence/
│   ├── YourSide_Correspondence_Attorney_Letter.pdf
│   └── TheirSide_Correspondence_WCB_Notice.pdf
└── 📁 Evidence/
    ├── YourSide_Evidence_Incident_Report.pdf
    └── YourSide_Evidence_Witness_Statement.pdf

Best Practices

Set up case configuration first — Running Case Onboarding before organizing gives you better automatic classification.
Start with Your Side vs Their Side — For complex cases, do a first pass with binary classification, then apply specific templates.
Use bulk classification — Select multiple unclassified files and assign them at once for efficiency.
Review before applying — Always check the preview. It only takes a moment and prevents mistakes.
Process in batches — For large cases (100+ files), organize in batches of 50 for best performance.

Troubleshooting

Files not classifying automatically

→ Check that your case config has proper keywords. Verify filename patterns match keyword lists.

AI classification not working

→ Ensure Void settings have an LLM provider configured and check network connectivity.

Permission denied errors

→ Verify you have write access to target directories and no files are open in other applications.

Files not moving

→ Check that the target folder exists and is writable. Look for naming conflicts in destination.

Keyboard Shortcuts

ActionShortcut
Open File OrganizerCtrl+Shift+O

Next Steps

Case ManagementTimeline & Deadlines