Settings & Configuration Guide¶

Customize File Organizer to fit your workflow.

Accessing Settings¶

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

Workspace Settings¶

Workspace Path¶

Configure where File Organizer stores its data:

1. Click Workspace → Path
2. Choose workspace location
3. Ensure sufficient disk space (10+ GB recommended)
4. Click Save

Note: Changing workspace requires restart

Workspace Name¶

Give your workspace a custom name:

1. Click Workspace → Name
2. Enter workspace name
3. Click Save

Uses: Shown in web interface title and API responses

User Preferences¶

Theme¶

Choose light or dark theme:

1. Click Appearance → Theme
2. Select:
3. Light mode
4. Dark mode
5. Auto (follows system)
6. Changes apply immediately

Language¶

Select interface language:

1. Click Appearance → Language
2. Choose from:
3. English
4. Spanish
5. French
6. German
7. Japanese
8. (More coming soon)
9. Interface updates immediately

Display Density¶

Adjust interface spacing:

1. Click Appearance → Density
2. Choose:
3. Compact (more content visible)
4. Normal (default)
5. Spacious (easier to read)
6. Updates immediately

Font Size¶

Adjust text size:

1. Click Appearance → Font Size
2. Choose from slider
3. Updates immediately

Notifications¶

Notification Preferences¶

Control what notifications you receive:

1. Click Notifications
2. Toggle notification types:
3. Job completion
4. Errors and warnings
5. System updates
6. Tips and suggestions
7. Click Save

Desktop Notifications¶

Enable browser desktop notifications:

1. Click Notifications → Desktop
2. Grant permission when prompted
3. Notifications appear even when tab inactive

Notification Sound¶

Enable/disable notification sounds:

1. Click Notifications → Sound
2. Toggle on/off
3. Test sound button available

API Configuration¶

Generating API Keys¶

Create API tokens for programmatic access:

1. Click API Keys
2. Click Generate New Key
3. Configure:
4. Name: Identify the key
5. Expiration: When key expires
6. Permissions: What can be accessed
7. Key is shown once - copy immediately
8. Click Done

Managing API Keys¶

View and manage your API keys:

For Each Key:

• Name and creation date
• Expiration date
• Last used date
• Copy token
• Revoke: Delete immediately
• Regenerate: Reset with new token

API Key Permissions¶

Control what each API key can do:

• Read Files: List and view files
• Write Files: Upload and modify files
• Organize: Start organization jobs
• Analyze: Run analysis and search
• Delete: Remove files
• Admin: Full access (dangerous!)

Organization Settings¶

Default Methodology¶

Set default organization method:

1. Click Organization → Default
2. Choose:
3. PARA
4. Johnny Decimal
5. Custom
6. None
7. Click Save

Methodology Options¶

Configure methodology-specific settings:

PARA

• Default folder structure
• Auto-create subfolders

Johnny Decimal

• Starting number range
• Subfolder naming
• Archiving rules

Custom

• Save custom rules
• Import/export rules
• Create rule templates

Organization Behavior¶

Control how organization works:

1. Click Organization → Behavior
2. Configure:
3. Dry Run: Always preview first
4. Preserve Originals: Keep copies
5. Create Folders: Auto-create structure
6. Auto-Backup: Backup before organizing
7. Click Save

File Upload Settings¶

Upload Limits¶

Configure file upload restrictions:

1. Click Upload → Limits
2. Set:
3. Max file size (per file)
4. Max batch size (total)
5. Supported file types
6. Click Save

Auto-Scan¶

Enable automatic duplicate detection:

1. Click Upload → Auto-Scan
2. Toggle Enable Auto-Scan
3. Configure:
4. Scan after upload
5. Similarity threshold
6. Click Save

Backup Settings¶

Configure file backups:

1. Click Upload → Backups
2. Configure:
3. Keep backups before organizing
4. Backup retention (days)
5. Backup location
6. Click Save

Security Settings¶

Change Password¶

Update your account password:

1. Click Security → Password
2. Enter current password
3. Enter new password (twice)
4. Click Change Password

Password Requirements:

• At least 8 characters
• Mix of upper and lowercase
• At least one number
• At least one special character

Two-Factor Authentication¶

Enable additional security:

1. Click Security → 2FA
2. Choose method:
3. Authenticator app (Google Authenticator, Authy, etc.)
4. SMS (if configured)
5. Follow setup wizard
6. Save backup codes (securely!)

Sessions¶

View and manage active sessions:

1. Click Security → Sessions
2. See all active sessions:
3. Browser type
4. IP address
5. Last activity
6. Click Logout to end session
7. Logout All to sign out everywhere

Login History¶

Review recent login activity:

1. Click Security → Login History
2. See:
3. Date and time
4. IP address
5. Browser and OS
6. Success/failure

Privacy Settings¶

Data Collection¶

Control what data is collected:

1. Click Privacy → Data Collection
2. Toggle options:
3. Usage analytics
4. Error reporting
5. Feature suggestions
6. No personal data is collected

Cookies¶

Manage browser cookies:

1. Click Privacy → Cookies
2. See what cookies are used:
3. Session management
4. User preferences
5. Analytics
6. Clear cookies if desired

Third-Party Services¶

View integrations:

1. Click Privacy → Integrations
2. No third-party integrations by default
3. Enable if connecting external services

Storage Settings¶

View Storage¶

See storage usage breakdown:

1. Click Storage → Usage
2. See:
3. Total capacity
4. Used space
5. Available space
6. Breakdown by category

Clean Up Storage¶

Free up disk space:

1. Click Storage → Cleanup
2. Options:
3. Delete old backups
4. Clear caches
5. Archive old files
6. Remove duplicates
7. Preview what will be deleted
8. Click Cleanup

Storage Alerts¶

Get notified when storage runs low:

1. Click Storage → Alerts
2. Configure:
3. Alert at % full (e.g., 80%)
4. Notification method
5. Click Save

Advanced Settings¶

System Information¶

View system details:

1. Click Advanced → System
2. See:
3. Python version
4. Ollama version
5. Database info
6. Available RAM/CPU

Import/Export¶

Backup and restore settings:

Export Settings

1. Click Advanced → Import/Export
2. Click Export Settings
3. JSON file downloads

Import Settings

1. Click Import Settings
2. Choose JSON file
3. Settings are restored

Logs¶

Access application logs:

1. Click Advanced → Logs
2. Filter by level:
3. Debug
4. Info
5. Warning
6. Error
7. View recent logs
8. Download logs file

Reset to Defaults¶

Reset all settings:

1. Click Advanced → Reset
2. Choose what to reset:
3. All settings
4. Workspace only
5. User preferences
6. WARNING: This cannot be undone
7. Click Reset

Mobile Settings¶

Responsive Mode¶

The web interface adapts to mobile:

1. Settings accessible on mobile
2. Same functionality as desktop
3. Touch-optimized interface
4. Reduced features on very small screens

Offline Mode¶

Some features work offline:

• View cached files
• Read previous searches
• Check settings (read-only)
• No uploads/organization offline

Shortcuts¶

Quick keyboard shortcuts in settings:

Troubleshooting Settings¶

Settings Not Saving¶

• Check for validation errors
• Ensure sufficient disk space
• Try browser refresh
• Check browser cookies enabled

API Key Not Working¶

• Verify key is copied correctly
• Check key hasn't expired
• Ensure key has required permissions
• Regenerate key if needed

2FA Not Working¶

• Verify time sync on device
• Check backup codes
• Try different authenticator app
• Contact administrator

Backup Settings¶

Export all settings before major changes:

1. Click Advanced → Export Settings
2. Save JSON file
3. Keep in secure location
4. Can restore if needed

Next Steps¶

• File Management
• Organization
• Analysis & Search