Automate It: File Sorting And Organization
When it comes to filing the things I download online. I use a system very similar to the GTD method. Dump all downloads into one major folder and sort them later.
The problem with that (and any GTD based system) is you have to make it a habit to clear out your dump folder regularly. I’m usually good with that but at times I also get lazy. So when I found out about utility programs like Belvedere, you bet my interest is piqued.
What Is Belvedere?
It is a small utility program that will watch specific folders of your choosing. If a file inside the folder matches your criteria for organization, it will delete, move, copy, rename or open the it automatically.
How Would You Use It?
Automatically delete old backups. One of the things I like to do before modifying or upgrading any site is to make a backup copy. Sometimes these are downloaded to my computer. These are short term backups. I have them just in case something goes wrong during upgrade and edits. They should be deleted once the task is done and tests have shown all is done successfully. It is easy to forget they are there because I like to give a few days or weeks before deleting. With this utility, I can now have them automatically deleted or sent to the Recycle Bin after a set number of days.
Copy monthly paid products to their folder. If you are plugged into a membership or PLR site, you could have it automatically move the files to the appropriate folder for later consumption.
Talking about PLR, you could even use it to automatically file away used PLR into neat folders so they don’t clutter up your work folder.
Organize your WordPress plugin or themes. This is great for WordPress junkies like me.
Click to view a large image
Where To Download
Belvedere is a Windows only utility and free. You can grab it here.
Alternatives
The one issue I have with it is it will only copy/move/delete files not the entire folder. Folder action would have been really nice but it still works well so I am going to test it out more. So far it looks like a keeper. I also tried a few other alternatives like
DropIt (Windows). I really liked this because you have little icons on your desktop and each icon can be tied to a certain rule. So instead of opening two explorer windows you can simply drag your files to the icon and DropIt will sort and file automatically based on the rules or patterns you created. The down side is, it still requires user interaction.
MoveOut (Windows). Liked this too and it works a lot like Belvedere and I actually liked it a little better. It is also really tiny and doesn’t need to be installed. Just download and run (love that) but it lacked the ability to set rules by date and that is important for me.
Hazel (Mac). This is a $22 utility program for you Mac users out there. It is actually the inspiration for Belvedere and supposedly better too – that I can’t confirm since I don’t use our Mac enough but I’m sure it’s pretty good.
Download them, take it for a spin. I hope you will find them really handy.
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Milady,
For years I have been using an alternative that surpasseth any software I’ve ever seen. I’ve created a series of folders, e.g., _dl, _linux, _script, _win, _win7, _insurance, _{your folder name here}. When I download a file, I create a folder name for it inside the appropriate superfolder that relates to that file’s functionality, then download the file into that folder. Takes me all of about ten (10) extra seconds per download. Oh, yeah … there’s a _paid superfolder within each of the other superfolders. With a very short search, I can find any file I’ve downloaded, even years agone. And if I feel the need to move a folder – reclassify it, so to speak – it’s child’s play and also done it about ten (10) seconds.
Simple methodology that beats the hell out of any file distribution system I’ve encountered over the past thirty or so years [chortle /]. And it’s all done on the fly, completely adjustable on a moment’s notice. I’ll trade ten (10) seconds of my time for the system overhead of such apps any day.
Did I mention that searching within a superfolder is a breeze?
Thanks for your input Barney. Your method sounds a lot like mine. I have a 1TB hard drive with folders by topic and function e.g. PLR, MRR, and like you I have a paid folder inside this drive (what you call a super folder). I set up Firefox to ask me each time when I download the file where to put them. So yes, I definitely agree that is a good system for archiving. I too have done it for years.
However I also have a dump folder for stuff I want to store temporarily, stuff that I’m not sure I will keep like free reports I download quickly to check out later. And stuff like backups working on my site and client sites that I know I won’t be keeping long term yet I do have to keep them for a specific period of time. These are stuff that are easy to forget until the folder is way too huge to ignore. Sometimes I never get the chance to come back to those free reports or audios and my philosophy is, if I didn’t miss it that much I probably won’t use it. And such it’s nice to have a virtual housekeeper clear them out.
I’ve often said that computers and the way we each use them are as personal as underwear (we’re all adults here – I hope 😉 ) and am certainly happy to hear you’ve found something that works well for you. Thanks once again for your input.