Flows

Flows are automated rules that organize your files. Define a rule once, and Sorta handles the sorting automatically forever.

What is a Flow?

A flow is a rule that says: "When a file like this appears here, move it there."

Flow Formula

WHEN: [file type or name pattern]
IN: [source folder]
THEN: [automatically move to destination folder]

Real Examples

✅ Flow 1: PNG files in Inbox → automatically go to Assets/Images
✅ Flow 2: PSDs in any folder → go to Design/Photoshop Files
✅ Flow 3: Files named "*final*" → go to Export/Final
✅ Flow 4: MOV files anywhere → go to Video/Raw

Why Use Flows?

Without Flows

1. File appears in Inbox
2. You notice it's a PNG
3. You remember it should go in Assets/Images
4. You navigate there
5. You move the file manually
6. Repeat for every file, every time

With Flows

1. File appears anywhere
2. Sorta automatically checks the rules
3. PNG → Assets/Images happens instantly
4. No manual sorting needed

Flows save time, reduce errors, and keep projects organized automatically.

Creating Flows

Method 1: Let Sorta Suggest (Easiest)

Sorta learns from your organization patterns and suggests flows.

How it works:

1. Manually organize a few files (e.g., drag PNGs to Assets/Images)
2. After 2-3 similar actions, Sorta notices the pattern
3. A notification appears: "Create a flow for PNG → Assets/Images?"
4. Click Accept to activate the flow
5. Future PNGs are sorted automatically

Why it's easiest:

• No setup required
• Sorta learns your actual workflow
• Minimal configuration

Method 2: Create Manually

Create flows explicitly without waiting for suggestions.

Steps:

1. Click on your project in Sorta
2. Go to Flows tab
3. Click New Flow
4. Set flow conditions:
   • File type — What kind of file (.png, .mov, etc.)
   • File name — Optional name pattern (e.g., "final")
   • Source folder — Where files come from (e.g., Inbox)
   • Destination — Where files should go
5. Review the rule
6. Click Save Flow

The flow is now active.

Flow Conditions

Flows can trigger based on:

File Extension

Trigger on file type:

• Images: .png, .jpg, .gif, .svg, .tiff
• Video: .mov, .mp4, .avi, .mkv
• Audio: .mp3, .wav, .aac, .flac
• Documents: .pdf, .doc, .xlsx, .ppt
• Code: .js, .py, .css, .html
• Design: .psd, .ai, .figma, .sketch

File Name Pattern

Trigger based on what the filename contains:

Files containing "final" → Export/Final
Files containing "v2" → Drafts/Version 2
Files containing "client" → Client Assets/
Files starting with "export_" → Export/

Source Location

Trigger only when files appear in a specific folder:

Files in Inbox → Assets/
Files in Downloads → Inbox/
Files in Desktop → Archive/

Combining Conditions

Create specific rules by combining multiple conditions:

WHEN: PNG files
NAMED: containing "final"
IN: Inbox folder
THEN: Move to Export/Final

This matches: final-design-v2.png but not concept.png

Managing Flows

View All Flows

1. Click on a project
2. Go to Flows tab
3. See all active and inactive flows

Edit a Flow

1. Click on the flow to open it
2. Modify conditions or destination
3. Click Save to update
4. Future files use the new rule

Disable a Flow Temporarily

1. Find the flow in your Flows list
2. Toggle Off (don't delete it)
3. The flow is paused but not deleted
4. Toggle On to reactivate

Great for:

• Temporarily preventing automated actions
• Testing different organizations
• Seasonal variations in your workflow

Delete a Flow

1. Click on the flow
2. Click Delete Flow
3. Confirm removal

The rule stops applying to new files. Existing files stay where they are.

Flow Examples

Video Project Flows

For a video editing project with this structure:

Project/
├── Inbox/
├── Footage/
│   ├── Raw/
│   └── Selects/
├── Audio/
├── Graphics/
└── Export/

Create these flows:

Design Project Flows

For a graphic design project:

Project/
├── Inbox/
├── Assets/
│   ├── Images/
│   ├── Fonts/
│   └── Icons/
├── Design/
└── Export/

Flows:

Photography Project Flows

For photographers:

Project/
├── RAW/
├── Selects/
├── Edits/
└── Export/

Flows:

Advanced Flow Techniques

Nested Destination Folders

Flows can route files to deep nested folders:

Inbox → Project/Assets/Images/Photography/2024
Inbox → Project/Design/Approved/Final

Time-based Organization

Create flows that organize by date:

Files modified today → Today/
Files from last week → Archive/Last Week/

(This depends on your folder naming convention)

Multiple Rules for Same File Type

Different rules for different contexts:

Flow 1: PNG in Inbox → Assets/Images
Flow 2: PNG in Downloads → Archive/Downloads/
Flow 3: PNG named "*proof*" → Client Feedback/

The most specific rule wins when multiple apply.

Tips for Effective Flows

Start Simple

Create flows for your most common file types first:

✅ Good: 3-5 important flows
❌ Too many: 20+ flows for edge cases

Use Inbox Pattern

Create an "Inbox" folder in your structure where new files land, then flow them to proper locations:

New file → Inbox (temporary holding)
         → Flows sort it to final location

Name Source Folders Clearly

Use obvious folder names as flow sources:

✅ "Inbox" → Clear it's for incoming files
✅ "Downloads" → Where browser downloads go
❌ "tmp" → Unclear purpose

Review Flows Regularly

Check if your flows still match your workflow:

1. Monthly: Review active flows
2. Remove flows you don't use
3. Add flows for new patterns
4. Update conditions if needed

Test Before Activating

When creating a new flow:

1. Create it but disable it first
2. Manually test the conditions
3. Verify it moves files correctly
4. Then enable it permanently

Common Issues & Solutions

"Flow isn't triggering"

Cause: Conditions don't match the file.

Solutions:

• Check file extension matches exactly (.PNG vs .png)
• Verify source folder name is correct
• Check if file name pattern is specific enough
• Enable the flow (check if it's disabled)

"Files are going to the wrong place"

Cause: Multiple flows have conflicting conditions.

Solution:

• Check all active flows
• Remove conflicting flows
• Create more specific conditions
• Reorder flows by specificity

"Flow created files I don't want moved"

Solution:

• Immediately disable the flow
• Manually restore files if needed
• Edit the flow conditions to be more specific
• Re-enable when conditions are correct

"Flow stops working after a while"

Cause: Rare timing issues or folder changes.

Solution:

• Restart Sorta
• Check that destination folder still exists
• Verify your Mac has available disk space
• Check file permissions

Combining Flows & Structures

Flows work best when your folder structure supports them.

Good structure for flows:

Project/
├── Inbox/          ← Catch-all for new files
├── Assets/         ← Organized by type
│   ├── Images/
│   ├── Fonts/
│   └── Icons/
├── Design/
└── Export/         ← Final outputs

Flow strategy:

1. All new files go to Inbox (or source folders)
2. Flows automatically sort by type
3. Final versions go to Export

Avoiding flow overload:

Keep your structure simple enough that flows can handle it. If you have too many deep nested folders, flows become complex.

Next Steps

• Creating Flows guide — Step-by-step tutorial
• Folder Structures guide — Organize for flows
• Project organization — Design efficient projects