Housekeeping

Files drift. Names stop following the office convention, the same PDF is uploaded three times, a result document falls behind its study, a file lands in the wrong project. Housekeeping checks every file in an organization against the organization's rules and reports what it finds, with a proposed fix for each. Nothing changes until someone applies a fix.

Open it from the dashboard: Organization → Housekeeping.

Who sees what

Role	Rules	Findings and activity	Change rules, schedule, Run now
Owner, admin	Read	Every workspace	Yes
Workspace lead	Read	Their workspaces	No
Everyone else	Read	No	No

Everyone can read the rules, because a naming convention people cannot see cannot be followed. Applying a fix needs edit access to the file's project (lead or editor).

Rules

Each rule is on or off for the whole organization. A workspace can have its own version of a rule, which replaces the organization's rule in that workspace only.

Rule	What it checks	Proposed fix
Naming	the name follows a template such as {project}_{kind}_{date}	rename
Stale files	nobody has opened the file for a number of days	archive, or report only
Duplicates	the same content uploaded more than once; the oldest copy is kept	archive the newer copies
Unsupported files	a file type no longer accepted	archive
Result documents	a document written from a study that has a newer result, or whose study was deleted	regenerate, or archive
Classification	the kind of document, and whether it belongs in its project	move to the right project

Naming templates

A template is made of tokens in braces and the text between them:

Token	Becomes
{project}	the project's name
{kind}	the document kind, from the classification rule
{date}	the date the file was added, YYYY-MM-DD
{title}	the file's current name
{service}	the study, for result documents

Choose whether words are joined with underscores or hyphens (both lower-case the words), or kept as typed. The file type is never part of the template: in the project Riverside, Site plan.pdf renamed to {project}_{kind}_{date} with underscores becomes riverside_drawing_2026-09-24.pdf. The rule's card shows an example as you type.

A pattern (a regular expression) can replace the template as the check, for offices whose names follow a code such as ABC-123_.... The template still proposes new names.

Classification

List the kinds of document your organization uses (drawing, specification, report, …); other is always added. Housekeeping asks the assistant's evaluation model which kind each file is, from the start of its text, and fills {kind} with the answer. With Check the project on, it also asks whether the file belongs in another project of the same workspace, and proposes a move only when the answer is clear.

Each file is asked once: the answer is kept for as long as the file's content is the same. If the organization has turned the assistant off, classification is skipped and the other rules still run.

In a project

The rules are set on the organization and apply where the files are. On a project's Data tab, a File rules strip under the files lists the rules that apply there and who set them; a rule marked with a workspace's name is that workspace's own version.

Files the rules flag are marked in the list (naming, stale, duplicate, file type). Open a file to see why. If the name breaks the naming rule, anyone who can edit the project can rename it from there: the box starts on the suggested name, and you can change it before pressing Rename. When the template uses {kind}, the box starts on the name the last run suggested from the file's content, and choosing another kind fills in the name that kind gives. The rename is recorded in Activity like any other fix.

A project checks its own files as soon as they are uploaded, so a new file is marked straight away. Duplicates across projects and classification only appear in Findings, after a run.

Schedule and runs

Owners and admins choose whether runs happen on a schedule and how many times a day (1 to 24), and cap how many files a run may classify. Run now starts a run straight away. The overview lists the recent runs: files checked, new findings, files classified.

Findings

Each finding names the file, its project, what is wrong and the proposed fix.

• The fix's button (Rename, Archive, Move to …, Regenerate) makes the change. A proposed new name can be edited first. A naming finding without a proposed name still has the box, so you can type a name yourself.
• Dismiss hides the finding; later runs leave it dismissed. Reopen brings it back.
• A finding whose problem is gone is resolved by the next run.
• Renames and archives can be ticked and applied together with Apply selected. Moves, regenerations and deletes are applied one at a time.
• A file only moves to a project in the same workspace. Moving it to another workspace would change who can open it; move the whole project instead (Project settings → Workspace).

Archive keeps a file but hides it from the project and from the assistant. It is the suggested fix for files nobody needs, and it can be undone.

Delete… is offered next to Archive, never by a run and never in bulk. It asks you to type the file's name, removes the file for everyone, and cannot be undone.

Activity

Every applied fix is listed with who applied it and when, and recorded in the organization's audit log. Renames, moves and archives can be undone as long as the file is still as the fix left it; if someone changed it since, undo the later change first.