Getting Started with Web UI¶

This guide covers the basics of using the File Organizer web interface.

Accessing the Web Interface¶

The web UI is served at the /ui/ path prefix. The API is available at /api/v1/ and the interactive API docs are at /docs and /redoc.

Local Deployment¶

If you're running File Organizer locally:

http://localhost:8000/ui/

Remote Deployment¶

If deployed on a remote server:

http://your-server-address:8000/ui/

Contact your administrator for the correct address.

Initial Login¶

First Time Setup¶

1. Open File Organizer in your browser
2. Accept the license agreement
3. Create your account (username and password)
4. Configure your workspace path
5. Start organizing files

Logging In¶

Enter your username and password, then click Login.

Forgot password? Click "Need help?" to reset.

Dashboard Overview¶

The dashboard is your home page. It shows:

• Welcome Message - Personalized greeting
• Storage Summary - Used/available space
• Quick Stats - File count, organization status
• Recent Activity - Latest operations
• Quick Actions - Common tasks

Quick Actions¶

Common tasks available from the dashboard:

• Upload Files - Add new files
• Organize Now - Start organization job
• Search Files - Find specific files
• View Analytics - See storage breakdown
• Settings - Configure preferences

Main Navigation¶

Top Navigation Bar¶

The header bar includes:

Logo (left) - Click to return to dashboard

Search Bar (center) - Search from anywhere

Notifications (right) - See job status and alerts

User Menu (gear icon) - Access settings and logout

Side Menu (when visible)¶

Navigate between main sections:

• Dashboard
• Files
• Organize
• Analysis
• Search
• Settings

To toggle the menu, click the menu icon (three lines).

First Task: Upload Files¶

Method 1: Click to Upload¶

1. Click the Upload Files button
2. Choose files from your computer
3. Click Open to upload
4. Wait for upload to complete

Method 2: Drag & Drop¶

1. Drag files from your computer
2. Drop them onto the upload area
3. Files upload automatically
4. See progress in the notification area

Supported Files¶

File Organizer accepts 43+ file formats:

Documents: PDF, Word, Excel, PowerPoint, Markdown Images: JPEG, PNG, GIF, BMP, TIFF Video: MP4, AVI, MKV, MOV, WMV Audio: MP3, WAV, FLAC, M4A, OGG Archives: ZIP, 7Z, TAR, RAR Plus: Scientific formats, CAD files, and more

Upload Tips¶

• Batch Upload: Select multiple files at once
• Drag Multiple: Drag several files together
• Large Files: You can upload up to 500 MB per file
• Progress: See progress bar during upload
• Resume: Connection drops? Restart the upload

Second Task: Organize Files¶

Basic Organization¶

1. Click Organize in the navigation
2. Select files to organize (or use "Select All")
3. Choose an organization Methodology:
4. PARA: Projects, Areas, Resources, Archives
5. Johnny Decimal: Numbered system
6. Custom: Your own rules
7. Review the Preview showing where files will go
8. Click Apply to organize

Understanding Methodologies¶

PARA is best for:

• Knowledge workers
• Complex project management
• Flexible organization

Johnny Decimal is best for:

• Hierarchical organization
• Fixed categories
• Simple structure

Reviewing Results¶

After organization:

1. See the Results Summary with:
2. Files organized
3. Files skipped
4. Any errors
5. Click on files to see their new locations
6. Use Undo if you want to revert

Organization Options¶

Customize how files are organized:

• Dry Run: Preview changes without applying
• Create Folders: Automatically create categories
• Preserve Original: Keep copies of originals
• Apply Metadata: Use file metadata for categorization

Third Task: Find Files¶

Quick Search¶

Use the search bar at the top:

1. Click the search bar (or press /)
2. Type your search term
3. Results appear as you type
4. Click a result to open it

Advanced Search¶

Click Search in the navigation for advanced features:

1. Enter your search query
2. Add Filters:
3. File type (PDF, image, etc.)
4. Date range
5. File size
6. Location
7. View results with preview
8. Click a file to open or download

Search Tips¶

• Quotes: "exact phrase" for exact matches
• Wildcards: Use * for partial matches
• Operators: type:pdf, size:>10mb, date:2024
• Saved Searches: Save queries for later use

Fourth Task: Check Storage Usage¶

View Analytics¶

1. Click Analysis in the navigation
2. Select Storage Usage
3. See breakdown by:
4. File type
5. Folder
6. Size
7. Click sections to drill down
8. Export report if needed

Find Duplicates¶

1. Click Analysis
2. Select Detect Duplicates
3. Choose folder to scan
4. Wait for analysis to complete
5. Review duplicate groups
6. Mark files to remove or merge

Settings Basics¶

Access Settings¶

Click the gear icon (⚙️) in the top right, then Settings.

Important Settings¶

Workspace

• Change workspace path
• Set default methodology
• Configure file limits

User Preferences

• Theme (light/dark)
• Language
• Notification preferences
• Display density

API Keys

• Generate API tokens
• Revoke old tokens
• Set expiration dates

Security

• Change password
• Enable two-factor authentication
• Manage connected apps

Understanding Status Icons¶

Throughout the interface, you'll see icons indicating status:

• ✅ Green checkmark: Successful operation
• ⏳ Hourglass: Operation in progress
• ⚠️ Yellow warning: Needs attention
• ❌ Red X: Error or failure
• 🔵 Blue circle: Information or pending

Notifications¶

Notification Center¶

Click the bell icon to see all notifications:

• Job Status: Organization, analysis progress
• Alerts: Warnings or errors
• Updates: System updates and maintenance

Notification Types¶

• Success: Green background
• Info: Blue background
• Warning: Yellow background
• Error: Red background

Click a notification to dismiss or take action.

Keyboard Shortcuts¶

Common keyboard shortcuts:

Common Questions¶

How do I change my password?¶

1. Click the gear icon (⚙️)
2. Select "Settings"
3. Click "Security"
4. Enter old password
5. Enter new password twice
6. Click "Update"

Can I organize files without uploading?¶

Yes! You can organize files that are already on your server or in a watched folder.

1. Click Organize
2. Select Browse Local Folder
3. Choose files to organize
4. Proceed as normal

What if I organize by mistake?¶

No problem! Click Undo to revert the operation. All original files are restored.

How do I generate an API key?¶

1. Click the gear icon (⚙️)
2. Select "API Keys"
3. Click "Generate New Key"
4. Copy the token (shown only once!)
5. Use in API requests

Next Steps¶

Now that you understand the basics:

• Upload & Organize: File Management Guide
• Advanced Organization: Organization Guide
• Search & Analyze: Analysis & Search Guide
• Customize Settings: Settings Guide

Need Help?¶

• Documentation: Click ? in the top right
• Troubleshooting: See Troubleshooting Guide
• FAQ: See FAQ
• Report Issue: GitHub Issues

Ready to explore more? Continue to File Management Guide!