[SOLVED] Dynamic Folders in Windows?

[Circa 3000]

Hi all,

I'm looking for a Windows File Explorer equivalent of Smart Playlists (Apple iTunes). So, for example, one could specify a source folder, some file extensions, some metadata (e.g., date modified, rating), etc., and then the 'Smart Folder' would automatically populate with all of the matching files, recursively if desired. Imagine Windows' Libraries, but automatically generated and refreshed. Grouping and sorting options could either pull all of the matching files into a single folder or maintain relative folder heirarchy. Or, at the extreme, regular expressions could be specified to generate an entirely virtual folder structure within the top-level dynamic folder.

To explain, I manage hundreds of media projects, each with myriad documents from various applications. Until now, I've managed all this in an Excel spreadsheet, but it's becoming a nightmare. Files move. Files get modified. And every such change must be manually recorded in the spreadsheet. Instead, I'd love to see a list of virtually-generated project folders, sorted by name, modification date or rating, and automatically populated with all of the relevant documents, wherever they may actually be.

Another solution might incorporate some sort of file 'tagging.'

Does any such thing exist?

Any suggestions are appreciated.

 

[USAFRet]

For me, each project gets its own subfolder. ALL related files go in that. CAD/audio/txt/jpg/whatever.

I can't think of any application that does what you seek.


'automatically populated" would mean that you created the relevant metadata for each ad every file.

 

[Math Geek]

you can do the related search from file explorer and then copy it all to a single folder you set. but i can't think of any way to do it automatically over and over. never tried to do it but can't think of anything i have ever seen that would do such a thing.

like said above i'd spend the time doing the manual search one time and move everything into single folders for each project to keep it organized. you can copy and paste the resulting files from the search right from the result window so it is easy to get them all into one place no matter where they are now.

 

[velocityg4]

Smart Folders in iTunes don’t save files in folders. It’s just references pointing to files.

At any rate. The closest analogy I could think of for Windows are Saved Searches. You could try that and see how it works for you.

How to Save Searches in Windows for Quick Access Later

If you regularly search for certain files in Windows, saving searches is a great way to access them more quickly than retyping the search every time. Saving searches is especially useful if you often perform more advanced searches, or search by combinations of date range, file type, or keywords.

www.howtogeek.com

 

[Circa 3000]

Smart Folders in iTunes don’t save files in folders. It’s just references pointing to files.

Exactly. Maybe I should say Dynamic Virtual Folders?

To be clear, I want the application (or, ideally, a File Explorer extension) to locate and display the files without moving them.

For me, each project gets its own subfolder. ALL related files go in that. CAD/audio/txt/jpg/whatever.

Yeah, this makes obvious sense, except that some of my applications generate lots of ancillary files and subfolders that can't be moved easily or safely - at least, not relative to the main doc file. For example, Nuendo (audio production) generates subfolders for audio clips, video clips, audio cache, image cache, renders/exports, automatic backups, etc. Move things, and your project won't load.

I suppose I could create a symbolic link to the Nuendo project's doc file, for example, but then there's the question of metadata. At a minimum, I need the option to sort all of my projects by name, modification date, and rating.

Oh, and drat, Windows doesn't allow metadata (e.g., rating) on file folders anyways, so grouping projects into traditional folders simply won't do. :-(

At any rate. The closest analogy I could think of for Windows are Saved Searches. You could try that and see how it works for you.

This might help. I could perhaps create saved searches to display the main project doc files, sorted by name, modification date, and rating, and then simply navigate to the appropriate folder, where all of the relevant docs (or symlinks, as necessary) are located. Hmmm.... I'll certainly try this and see how it compares to managing everything manually in Excel.

Otherwise, it sounds like what I'm looking for wouldn't be very popular, so I won't hold my breath for such an application and certainly won't waste my time building it.

But thank you for the suggestions! Very helpful.

 

[Ralston18]

And I will add the thought that you may be able to use Powershell if you are willing to learn and to write some code/script.

Perhaps something like this:

https://theitbros.com/powershell-script-for-loop-through-files-and-folders/

Also:

https://searchwindowsserver.techtar...Move-Item-examples-for-file-folder-management

What matters most is the overall complexity and necessary logic for the folder/file management processing required.

Parsing a filename for certain letters or just looking at the file extensions is where you would probably start. Next create the script that if, for example, the file extension is "doc" then the file is moved to folder "My-docs".

Good chance that you can use the existing Excel spreadsheet in some manner via lists and arrays.

https://docs.microsoft.com/en-us/po...s/everything-about-arrays?view=powershell-7.1

And also consider importing the spreadsheet data into a database such as Access. May make the files easier to track and manage. Or grant Access "Read Only" rights to the original Excel spreadsheet. The Access Wizards may prove helpful there.

For the most part I think Powershell would be a good tool to use.

As always, create a test environment with the spreadsheet and all necessary folders and files. Ensure that the originals and their backups are out of harm's way.

So if things go astray you can again just copy the originals into the test environment.

Start simple and proceed slowly and methodically as you learn.

 

[Math Geek]

good thought. a powershell script would be nice and easy to run whenever you need it. only need the time to create it and make sure it does what you need it to.

overall it's not that hard to write a script, especially if you have an example or 2 to model after and only modify as needed.

 

[Alabalcho]

Windows has something called "Saved Search". Never used it, but just by looking into it, it might work for you.