> For the complete documentation index, see [llms.txt](https://academy.shade.inc/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://academy.shade.inc/guides/automations/auto-organize-new-uploads.md).

# Auto-organize new uploads

Set metadata, rename, and file new uploads into the right project folder the moment they land.

**Outcome:** files dropped into an `Incoming` folder are tagged with their project, renamed consistently, and moved into that project's folder, without anyone sorting them by hand.

**Who it's for:** teams that receive a steady stream of media (camera cards, agency deliveries, contributor uploads) and spend time sorting it.

**Time:** about 20 minutes.

## Before you start

* Build [Your first automation](/guides/automations/your-first-automation.md) first if you haven't used the automation editor.
* Agree on a filename convention that starts with a project code, for example `ACME_interview_01.mov`. This recipe reads the project code from the start of the filename.
* Add a **Project** text field to the drive's metadata. See [Metadata and Custom Fields](https://academy.shade.inc/ai-tools/custom-and-automated-metadata).
* Create a destination folder for each project, such as `Projects/ACME/Footage` and `Projects/ACME/Stills`. **Move Asset** moves files into folders that already exist. It doesn't create them.

## How it works

```mermaid
flowchart LR
  T["Asset Uploaded (Incoming)"] --> X["Transform Text: project code from filename"]
  X --> M["Update Asset Metadata: Project"]
  M --> S{"If / Else: asset type"}
  S -->|video| V["Move Asset to Projects/code/Footage"]
  S -->|image| I["Move Asset to Projects/code/Stills"]
```

## Steps

{% stepper %}
{% step %}

### Trigger on uploads to Incoming

Create a new automation named `Sort Incoming`. Choose **Asset Uploaded** and set **Upload location** to `Incoming`.
{% endstep %}

{% step %}

### Pull the project code out of the filename

Add a **Transform Text** step:

* **Input text:** type `{` and choose the uploaded asset's **name**. The name doesn't include the file extension.
* **Operation:** split, keeping the first part.
* **Delimiter:** `_`

For `ACME_interview_01.mov`, the step outputs `ACME`.
{% endstep %}

{% step %}

### Tag the file with its project

Add **Update Asset Metadata**:

* **Asset:** the uploaded asset from the trigger.
* **Fields to update:** set **Project** to the output of the Transform Text step.

Now the file is searchable and filterable by project, even if someone moves it later.
{% endstep %}

{% step %}

### Route by file type

Add an **If / Else** step that checks the uploaded asset's **type**.

* On the video branch, add **Move Asset** with **Destination folder** set to `Projects/`, then the Transform Text output, then `/Footage`.
* On the other branch, add **Move Asset** with `Projects/`, the Transform Text output, then `/Stills`.

Type `{` in the **Destination folder** field to insert the project code between the fixed parts of the path.
{% endstep %}

{% step %}

### Optional: rename to your house style

Before the move, add **Rename Asset** if you want consistent names, for example the project code, the shoot date, and the original name. The original file extension is kept automatically, so don't type it.
{% endstep %}

{% step %}

### Save, activate, and test

Click **Save**, then **Activate**. Upload a test file named with a real project code and check that it ends up in the right folder with **Project** filled in. If it doesn't, open **Runs** to see which step failed and why.
{% endstep %}
{% endstepper %}

{% hint style="warning" %}
Automations act with the permissions of the person who created them. If the creator loses edit access to the destination folders, the **Move Asset** step fails.
{% endhint %}

## Variations

* **Unknown project codes:** before moving, add **Find Record** to look the code up in a **Projects** custom object, and send files with no match to an `Incoming/Unsorted` folder instead. See [Model projects and clients as custom objects](/guides/custom-objects-and-metadata/model-projects-and-clients-as-custom-objects.md).
* **Let AI tag the content:** turn on **Autofill with AI** for fields such as Shot type or Tags, so they fill in from the image or video itself. You don't need an automation step for that.
* **More than two file types:** use **Switch** instead of **If / Else** to send video, audio, images, and documents to separate folders.

## Related guides

* [Your first automation](/guides/automations/your-first-automation.md)
* [Design a metadata schema that scales](/guides/custom-objects-and-metadata/design-a-metadata-schema-that-scales.md)
* [Create a folder for every new project](/guides/custom-objects-and-metadata/create-a-folder-for-every-new-project.md)


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