Write it like you'd tell a colleague
A rule is a name for you, one sentence the AI reads, and the folder where matching documents land. No keywords, no conditions, no order to maintain.
Filing rules
You decide where everything goes.
A rule is three things: a name, a description in your own words, and a destination. No keywords to maintain and no conditions to build. You write what belongs there, the way you'd explain it to a new colleague.
Rules in practice
Five things a rule does. One sentence each.
In Findest
- Name the rule
- Describe what belongs
- Pick the folder
- Switch it on
Office electricity
Electricity bills for the office. Not the ones for my flat, and not gas.
Invoices / Electricity
The sentence that does the most work
Naming the neighbours a rule should not take is what lets the AI tell two similar documents apart. Your flat's bill and the office bill look alike; your sentence doesn't.
In Findest
- Two bills arrive
- Both read in full
- Compared with your sentence
- Only the office one files
Invoice_Endesa_2026-03-14.pdfOffice electricity
ArchivedInvoice_Endesa_2026-03-14 (2).pdfBilling address is the flat; your rule says not my flat
No ruleThe most specific rule wins
Every rule goes to the AI in one request, side by side. A broad rule and a precise one can coexist: the document goes where it fits best, not where it sits in a list.
In Findest
- One document
- All your rules at once
- Compared side by side
- Best fit chosen
factura-endesa-oficina-0326.pdf
- Supplier invoices
- Office electricity
- Team payslips
Office electricity: it names this exact bill
Tie a rule to one mailbox
By default a rule reads every connected mailbox. You can limit it to one. If that mailbox is later removed, the rule is switched off, never widened to the others.
In Findest
- Mail from billing@
- Rule limited to it
- Read and matched
- Filed
Supplier invoices
Invoices from suppliers we buy materials from. Not utilities, not software subscriptions.
Finance / Suppliers
Mailboxbilling@yourcompany.com
One document, two homes
On Business, one rule can save the same document to a second cloud. If the extra copy fails, the main filing still succeeds and the History shows what happened.
In Findest
- Contract signed
- Main copy to Drive
- Extra copy to Dropbox
- Both logged
Clients / Contracts
Contract_Delta-SL_2026-04-02.pdf
Contract_Atlas_2026-02-11.pdf
Shared / Contracts
Contract_Delta-SL_2026-04-02.pdf
Writing one that works
Say what it isn't, not just what it is.
The single biggest improvement you can make to a rule is a sentence about what should not land there. Exclusions are what let the AI tell two similar rules apart.
Vague
“Invoices”
Every invoice you ever receive matches this, including ones you have a better rule for.
Works
“Invoices from suppliers we buy materials from. Not utilities, not software subscriptions.”
Names the category and fences off the two neighbours it would otherwise steal.
Vague
“Bills”
“Bill” means different things to different senders, and to a model with nothing to compare against.
Works
“Electricity bills for the office. Not the ones for my flat, and not gas.”
Two exclusions, both of which are real documents you actually receive.
Vague
“Important documents”
Nothing here is checkable. Almost anything could be argued into it.
Works
“Contracts once they're signed by both parties. Not drafts, not proposals.”
“Signed by both parties” is a property the model can look for in the document itself.
You don't need to describe the format, the sender or the filename. The document is read: if it's an electricity bill, it looks like one, whoever sent it and whatever the attachment is called.
Try writing one
Describe it like you'd tell a colleague.
Type the kind of document you want filed. This sketchpad shows how a rule reads, which documents it would take, and which neighbours it should leave out.
You
Electricity bills for the office, not my flat
Findest
RuleElectricity bills
Electricity bills for the office, not my flat.
Invoices / ElectricitySuggested folder. In Findest you pick the real one in your cloud.
Example documents, not yours
- Invoice_Endesa_2026-03-14.pdfElectricity bill
- Invoice_Endesa_2026-02-12.pdfLast month's bill
- Invoice_Naturgy-Gas_2026-03-02.pdfWould also match. Add an exclusion if it belongs elsewhere.
- Invoice_Endesa-Flat_2026-03-14.pdfSkipped: you said not my flat
Good start. One more sentence about what it isn't will keep its neighbours out.
There's no priority order to manage.
Rules aren't checked top to bottom, and the one you created first has no advantage. Every rule is evaluated together, in one pass, and the most specific match wins.
So a rule for “electricity bills for the office” and a broader one for “supplier invoices” can coexist without you sequencing them. The electricity bill goes to the first because it fits it more precisely, not because of where it sits in a list.
If two rules overlap so completely that either would be correct, that's usually a sign they want to be one rule. You'll see which one won on every document in your History.
One call, every rule
The document is compared against all your rules at once, so the model can tell which one fits best.
factura-endesa-oficina.pdf
Read once, compared with every rule
Supplier invoicesOffice electricityPayslips
Most specific match wins
Room to grow
How many rules you get.
Rules stay active until you switch them off. Nothing expires, and turning one off doesn't delete it.
- Free
- 2 active rulesEnough for the one or two document types you actually deal with. €0.
- Pro
- 15 active rulesRoom for a separate rule per document type, sender and folder. €9/mo.
- Business
- Unlimited rulesPlus filing one document to several clouds at once. €29/mo.
AI-evaluated descriptions are on every plan, including Free: they're the only way a rule works, so locking them behind a paid tier would mean Free couldn't create a rule at all. Firms that file for clients have Teams plans
What if two rules both fit?
They're all evaluated together and the more specific one wins. There's no ordering to manage and no “first created wins” behaviour — the History shows you which rule matched each document.
What happens if no rule fits?
The document is kept and marked as having matched no rule, along with the reason. It isn't guessed into an approximate folder, and you aren't emailed about it — it's normal, and it's visible in your History.
Do I need to mention the sender or file name?
No. The document itself is read, so an electricity bill is recognisable whoever sent it and whatever the PDF happens to be called.
Can I create a folder while writing the rule?
Yes, from the folder browser itself, without opening your cloud in another tab.
Can one rule file to more than one cloud?
On Business, yes — the same document can be archived to several clouds at once. If a secondary copy fails, the main archive still succeeds.
How many rules can I have?
Two on Free, fifteen on Pro, unlimited on Business. You can switch rules off without deleting them, and a switched-off rule doesn't count.