Setting Up Your Folder Structure

After you select your root folder, Filently analyzes what is already there and guides you through setting up a folder structure. The process adapts depending on what it finds.

The Assessment Phase

Filently starts by indexing the folders inside your root folder. Once the analysis is complete, it determines one of three scenarios:

Scenario 1: Well-Organized Structure

Your folders are already well-structured and logically organized. Filently adopts your existing organization and setup completes immediately. You can start uploading documents right away.

There is nothing extra for you to do. Filently understands your system and will file documents into your existing folders.

Scenario 2: Existing but Unclear Structure

You have folders, but the organization is inconsistent or could be improved. Filently gives you two options:

• "Use existing structure" – Keep what you have. Filently will work with your current folders as-is and do its best to file documents into them.

• "Build a new structure" – Let Filently's AI create an optimized folder structure based on your documents. This takes you into the collecting phase (described below).

Scenario 3: Empty or Minimal Structure

Your root folder no subfolders. Filently needs to learn about the kinds of documents you handle before it can create a useful structure. This takes you into the collecting phase.

The Collecting Phase

If Filently needs to build a new structure (scenarios 2 or 3), it first needs to understand your documents. This is the collecting phase.

Upload Sample Documents

Upload documents that represent the types of files you typically handle. Diversity matters more than quantity – 15 different document types produce a much better structure than 30 files of the same kind.

• Minimum: 5 documents (the absolute minimum for structure generation, but results will be limited)

• Good: 15 documents covering your main document types

• Best: 20 or more documents with as much variety as possible

For example, try to include a mix of:

• Invoices or bills

• Contracts or agreements

• Official letters from government agencies

• Bank statements

• Insurance documents

• Receipts

• Medical records

• Tax documents

The goal is to give Filently a representative picture of your document life. You do not need to upload everything – just a diverse sample that covers the range of documents you deal with.

What Happens During Collecting

While in the collecting phase:

• Documents are uploaded to your Google Drive and analyzed by Filently.

• AI processes each document and suggests a name for it. You can review and edit these names.

• Documents are not yet filed into folders – they are held until the folder structure is ready.

Structure Generation

Once you have uploaded enough sample documents, Filently asks you a few questions before generating your folder structure.

Provide Your Context

Before generating, Filently asks you to enter some information:

• Purpose (required) – Whether this is for personal or business use.

• Profession or industry (optional) – Helps the AI tailor the structure to your field.

• Additional context (optional) – Any other details about what you need.

This information helps the AI design a structure that fits your specific situation rather than a generic one.

Note: Custom filing instructions from your Settings do not apply during structure generation. If you want to provide specific guidance for this step, use the additional context field in the generation form.

How It Works

The AI considers several factors when designing your structure:

• The types of documents you uploaded (invoices, contracts, letters, etc.)

• The context you provided (purpose, profession, additional details)

• Common organizational patterns that work well for your document mix

Review and Iterate

Filently presents the proposed structure and lets you refine it through a conversation with the AI. You can:

• Request changes ("Move insurance into its own top-level folder")

• Add folders ("I also need a folder for recipes")

• Combine categories ("Merge bank and finance into one folder")

• Remove folders that do not apply to you

Take your time here – a good folder structure makes everything that follows smoother.

Apply the Structure

Once you are happy with the proposed structure, confirm it. Filently will:

1. Create all the folders in your Google Drive.

2. Process and file the sample documents you uploaded during the collecting phase into the new structure.

3. Preserve any name edits you made during the collecting phase.

Setup is now complete.

Next Step

Your folder structure is ready and Filently is fully set up. Time to start uploading documents for real.

Uploading Your First Documents