Document Sorter

A smart document organization tool that automatically sorts your documents into categorized folders based on filenames. The program learns from your choices and maintains consistent folder structures across different locations.

Features

Smart Document Organization

• Automatically sorts documents (PDF, JPG, PNG, JPEG) into categorized folders
• Extracts document types from filenames
• Creates year-based subfolders automatically (e.g., 2024, 2023) based on dates in filenames
• Maintains consistent folder numbering (e.g., 01_Vertrag, 02_Information)

Learning System

• Learns from your categorization choices
• Remembers document types for each category
• Stores learning data in a .pdf_sorter_knowledge.json file
• Option to store learning data locally or in cloud storage

Cloud Storage Support

• Works with major cloud storage providers:
  • iCloud Drive
  • Google Drive
  • Dropbox
  • OneDrive
• Handles cloud sync states and ensures files are fully downloaded
• Maintains consistent folder structure across different locations

Smart Naming

• Detects personal names in filenames
• Handles various date formats
• Maintains consistent folder naming conventions
• Automatically numbers folders (01_, 02_, etc.)

Folder Structure Synchronization

• Automatically creates category folders from learning data
• Renames existing folders to match learned structure
• Creates year subfolders as needed
• Preserves existing files during folder reorganization

Requirements

python >= 3.6
PyPDF2
scikit-learn
numpy

Installation

1. Clone or download this repository
2. Install the required packages:

pip install -r requirements.txt

Usage

1. Run the program:

python pdf_sorter.py

2. Enter the path to your documents folder when prompted

   • For cloud storage, use the full path
   • For iCloud: /Users/username/Library/Mobile Documents/com~apple~CloudDocs/your/folder
   • For local folders: /path/to/your/documents

3. The program will:

   • Create or sync folder structure
   • Process each document
   • Ask for categorization when unsure
   • Create year subfolders as needed
   • Move files to appropriate locations

4. After processing one folder, you can choose to:

   • Process another folder
   • Exit the program

Folder Structure Example

Documents/
├── 01_Vertrag/
│   ├── 2024/
│   │   └── 20240316_contract.pdf
│   └── 2023/
│       └── 20230515_agreement.pdf
├── 02_Information/
│   └── 2024/
│       └── 20240112_info.pdf
└── 03_Rechnung/
    ├── 2024/
    │   └── 20240201_invoice.pdf
    └── other_invoice.pdf

Learning Data

• The program stores learning data in .pdf_sorter_knowledge.json
• You can choose to store this file:
  • In your cloud storage (for sync across devices)
  • In your local user directory
  • In a different cloud storage location

Tips

1. Cloud Storage

   • Ensure folders are synced locally before processing
   • The program will wait for files to finish downloading
   • Use "Copy as Pathname" from Finder for accurate paths

2. Naming Conventions

   • Include dates in YYYYMMDD format for automatic year sorting
   • Use descriptive names for better categorization
   • Separate words with underscores or spaces

3. Categories

   • Categories are automatically numbered (01_, 02_, etc.)
   • Existing folders will be renamed to match the structure
   • Empty folders will be created for known categories

Error Handling

The program handles various scenarios:

• Cloud sync issues
• Permission problems
• Invalid paths
• File access errors
• Folder creation/renaming issues

Notes

• The program preserves existing files during folder reorganization
• Year subfolders are only created when needed
• Learning data can be shared across different folders
• The program maintains consistent structure across all locations