Smart Document Organization Rules

[adriandarian]

Description

Implement smart automation rules that automatically organize documents based on content, metadata, and usage patterns. Rules can auto-move files to folders, apply tags, and suggest organization improvements.

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Objectives

1. Create rule engine for document organization
2. Define rule types (move, tag, rename, etc.)
3. Implement condition matching
4. Add rule templates
5. Enable/disable rules individually
6. Track rule execution history
7. Suggest rules based on patterns

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Rule Types

1. Auto-Move Rules

Move documents to folders based on conditions:

• By Type: "Move all resumes to 'Resumes' folder"
• By Company: "Move documents linked to Google applications to 'Google' folder"
• By Date: "Move documents older than 1 year to 'Archive' folder"
• By Size: "Move large files (>5MB) to 'Large Files' folder"

2. Auto-Tag Rules

Apply tags automatically:

• By Content: "Tag documents containing 'React' with 'frontend'"
• By Filename: "Tag files with 'cover_letter' in name with 'cover-letter'"
• By Link: "Tag documents linked to 'Software Engineer' positions with 'engineering'"

3. Auto-Rename Rules

Standardize filenames:

• Pattern: "Rename to: [Company][Position][Type]_[Date].pdf"
• Clean: "Remove special characters and extra spaces"
• Normalize: "Convert to lowercase/UPPERCASE/Title Case"

4. Duplicate Detection

Find and manage duplicates:

• By Content Hash: Exact duplicates
• By Name: Similar filenames
• By Metadata: Same file info
• Action: Keep newest, delete oldest, or prompt

5. Suggestion Rules

Suggest organization improvements:

• "This document might belong in 'Tech Companies' folder"
• "Consider tagging with 'senior-role'"
• "Similar documents are tagged with 'javascript'"

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Rule Structure

interface OrganizationRule {
  id: string;
  name: string;
  description: string;
  type: 'move' | 'tag' | 'rename' | 'duplicate' | 'suggest';
  enabled: boolean;
  conditions: RuleCondition[];
  actions: RuleAction[];
  priority: number; // 1-10
  createdAt: Date;
  lastRun?: Date;
  executionCount: number;
}

interface RuleCondition {
  field: 'name' | 'type' | 'size' | 'date' | 'content' | 'linkedApps';
  operator: 'equals' | 'contains' | 'matches' | 'greaterThan' | 'lessThan';
  value: any;
}

interface RuleAction {
  type: 'move' | 'tag' | 'rename' | 'delete' | 'notify';
  target?: string; // folder ID, tag name, etc.
  pattern?: string; // for rename
}

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Example Rules

Rule 1: Organize Resumes by Company

{
  name: "Sort resumes by company",
  type: "move",
  conditions: [
    { field: "type", operator: "equals", value: "resume" },
    { field: "linkedApps", operator: "exists", value: true }
  ],
  actions: [
    { 
      type: "move", 
      target: "folder:resumes/{company}" 
    }
  ]
}

Rule 2: Auto-tag Tech Documents

{
  name: "Tag technical documents",
  type: "tag",
  conditions: [
    { 
      field: "content", 
      operator: "contains", 
      value: ["JavaScript", "Python", "React", "Node"] 
    }
  ],
  actions: [
    { type: "tag", target: "technical" },
    { type: "tag", target: "engineering" }
  ]
}

Rule 3: Archive Old Documents

{
  name: "Archive documents older than 1 year",
  type: "move",
  conditions: [
    { field: "date", operator: "lessThan", value: "1 year ago" },
    { field: "linkedApps", operator: "exists", value: false }
  ],
  actions: [
    { type: "move", target: "folder:archive" },
    { type: "tag", target: "archived" }
  ]
}

---

Rule Templates

Pre-built Templates

1. Resume Organization: Sort resumes by role type
2. Company Filing: Organize by company name
3. Date-based Archive: Move old files to archive
4. Duplicate Cleanup: Find and remove duplicates
5. Tag by Content: Auto-tag based on keywords

Users can:

• Use template as-is
• Customize template
• Create from scratch
• Share custom templates

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UI Components

Rule Manager

┌─ Smart Organization Rules ──────────────────┐
│  [+ Create Rule]  [📋 Templates]            │
├──────────────────────────────────────────────┤
│  ✅ Sort resumes by company (Auto-Move)     │
│     Executed 45 times • Last run: Today     │
│     [Edit] [Disable] [Delete]               │
│                                              │
│  ✅ Tag technical documents (Auto-Tag)      │
│     Executed 123 times • Last run: Today    │
│     [Edit] [Disable] [Delete]               │
│                                              │
│  ⏸️  Archive old documents (Auto-Move)      │
│     Never executed • Disabled               │
│     [Edit] [Enable] [Delete]                │
└──────────────────────────────────────────────┘

Rule Editor

┌─ Create Rule ────────────────────────────────┐
│  Name: Sort resumes by company              │
│  Type: [Auto-Move ▼]                        │
│                                              │
│  Conditions (ALL must match)                │
│  ┌────────────────────────────────────────┐ │
│  │ Document type [equals ▼] [Resume ▼]   │ │
│  │ Linked to apps [exists ▼]             │ │
│  │ [+ Add Condition]                      │ │
│  └────────────────────────────────────────┘ │
│                                              │
│  Actions                                    │
│  ┌────────────────────────────────────────┐ │
│  │ Move to folder: [Resumes/{company}]   │ │
│  │ [+ Add Action]                         │ │
│  └────────────────────────────────────────┘ │
│                                              │
│  [Test Rule] [Save] [Cancel]                │
└──────────────────────────────────────────────┘

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Requirements

• Create rule data structure
• Build rule engine/executor
• Implement condition matching
• Implement actions (move, tag, rename)
• Create rule templates
• Build rule manager UI
• Build rule editor UI
• Add rule testing feature
• Track execution history
• Add rule suggestions based on patterns
• Implement batch execution
• Add undo for rule actions

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Acceptance Criteria

• Can create custom rules
• Can use rule templates
• Rules execute correctly
• Conditions match accurately
• Actions perform as expected
• Can enable/disable rules
• Execution history tracked
• Can test rules before applying
• Batch execution works
• Can undo rule actions
• Rule suggestions are helpful
• Performance acceptable (rules don't slow app)

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Technical Details

Files to Create

• src/types/rules.ts
• src/lib/ruleEngine.ts
• src/lib/ruleExecutor.ts
• src/lib/ruleMatcher.ts
• src/lib/ruleTemplates.ts
• src/stores/ruleStore.ts
• src/components/rules/RuleManager.tsx
• src/components/rules/RuleEditor.tsx
• src/components/rules/RuleTemplates.tsx
• src/hooks/useRules.ts

Execution Strategy

• Manual: User triggers rule execution
• Auto on Upload: Run rules when document added
• Auto on Link: Run rules when document linked
• Scheduled: Run rules daily/weekly
• On Demand: Run specific rule on specific documents

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Testing Plan

• Unit tests for rule engine
• Test condition matching accuracy
• Test each action type
• Test rule templates
• Test with 100+ documents
• Test batch execution
• Test undo functionality
• E2E test for rule workflow

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Success Metrics

• Adoption: >40% users create rules
• Automation: 50% of document organization automated
• Time Saved: 30 minutes per user per month
• Accuracy: >95% correct rule executions
• Satisfaction: 4.5/5 rating

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Related Tasks

• TASK-200: Custom Folder System - 📋 Planned
• TASK-201: Multi-Tag System - 📋 Planned
• TASK-203: Folder Templates - 💡 Backlog

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Notes

• Rules should be non-destructive by default
• Add "what would this rule do?" preview
• Consider ML for pattern recognition in future
• May need rule versioning/history