Documents & Folders
Renaming and reorganising with AI
Let Secretary suggest better names, or a whole new folder layout you approve before anything changes.
Step 1
Rename with AI
Right-click a badly named file or folder and choose Rename with AI. You can do this for files you uploaded, Contributors and above can also do it for folders they created, and Moderators and above can do it for anything. A custom role without Edit documents or Edit folders does not get it.
Inbox
23 files
scan_0412.pdf
Document1.docx
Step 2
Secretary reads it
A dark bar at the bottom of the screen says Generating suggestions... while Secretary reads the file.
Step 3
Pick a suggestion
Rename with AI shows three names under Suggestions. Press one to put it in the box below. Try again asks for three more.
Rename with AI
scan_0412.pdf
Extension .pdf will be preserved.
Step 4
Or type your own, then Rename
Edit the name under Or enter a custom name if none is quite right. The file's extension stays as it is. Press Rename to save it.
Rename with AI
scan_0412.pdf
Extension .pdf will be preserved.
Step 5
On a file's page
On a file's own page, hover the title and press the sparkle. Secretary puts one suggested name straight into the title for you to keep with Enter, change, or cancel with Esc.
Q3.pdf
PDF Document
Step 6
Reorganize a folder
For a messy folder, right-click it and choose Reorganize with AI. It is for Contributors and above whose role can edit documents and folders (a custom role can leave out Edit documents or Edit folders). A plan that adds new folders also needs a role that can create folders.
Inbox
23 files
scan_0412.pdf
Document1.docx
Step 7
Generate a plan
Tick Include subfolders to tidy everything inside the folder too, not just its top level. Press Generate Plan. Nothing moves yet.
Reorganize Folder
Inbox
AI will analyze the contents of this folder and propose an optimal organization structure.
Step 8
Check the plan
Proposed Operations lists every change, coloured by type: folders to create, files to move, names to change, and empty folders to remove.
Reorganize Folder
Inbox
Proposed Operations (4)
Adjust Plan
Step 9
Adjust it
If it is not what you want, type under Adjust Plan, for example Group documents by date instead of type, and press send. Secretary redoes the plan.
Reorganize Folder
Inbox
Proposed Operations (2)
Adjust Plan
Step 10
Execute Plan
Press Execute Plan to make the changes, or Cancel to leave everything as it was. When it finishes, Reorganization Complete says how many changes were made. If the plan needs something your role cannot do, such as creating folders, it is refused with the message You don't have permission to create folders. Ask an organization admin to grant you access. Nothing changes. Both AI tools use credits.
Reorganize Folder
Inbox
Proposed Operations (4)
Adjust Plan
Try it in Secretary, or create an account to get started.
Related guides
Finding your way around Documents
The folder panel, Home and All Documents, views, columns, sorting and the details pane.
Uploading documents
Add files to the folder you have open, or let Secretary read them and sort them into folders for you.
Uploading a whole folder
Upload a folder from your computer with all its subfolders, keeping the same structure.