FileFlow

File Manager with Advanced Rule-based Renaming

A Python GUI application that monitors a source folder for newly created files and copies them to a destination folder with sophisticated rule-based renaming patterns. Features a modern interface with thumbnails, multiple viewing modes, and comprehensive file management capabilities.

Features

Core Functionality

• Real-time File Monitoring: Uses watchdog library to monitor source folder for new files
• Advanced Rule-based Renaming: Create complex naming patterns using configurable rules with tags
• Smart File Handling: Waits for files to finish writing before tracking them
• Visual Feedback: Clear status indicators and tooltips throughout the interface

File Management

• Multiple File Input Methods:
  • Real-time monitoring of source folder for new files
  • Manual file selection via "Add Files" button with multi-select capability
  • Drag and drop files directly onto the tracking area
• Thumbnail Previews: Automatic thumbnail generation for images with fallbacks for other file types
• Multiple View Modes: Switch between list view and grid view for tracked files (preference persists between sessions)
• File Reordering: Move files up/down in the processing order
• Individual File Removal: Remove specific files from tracking list
• Smart File Filtering: All input methods respect the current file format filter settings
• Conflict Detection: Warns about duplicate filenames and existing files in destination

Rule System

Three powerful rule types with advanced controls:

• Counter Rule:

  • Increments with each file processed
  • Configurable start value, increment amount
  • Step control (increment every N operations)
  • Maximum value with wraparound support

• List Rule:

  • Cycles through predefined values
  • Step control (advance to next value every N operations)
  • Configurable list of values (semicolon-separated)

• Batch Rule:

  • Persists across batch operations
  • Increments with each "Copy & Rename" operation
  • Step and maximum value controls
  • Maintains state between application sessions

User Interface

• Intuitive Tooltips: Comprehensive help text for all controls
• Visual Path Validation: ✅/❌ indicators for folder paths with auto-create buttons
• Smart Button States: Context-aware enabling/disabling of controls during operations
• Real-time Preview: See generated filenames before copying
• Progress Feedback: Clear status messages and conflict warnings
• Drag and Drop Support: Visual feedback when dragging files over the tracking area
• Persistent Preferences: View mode and all settings automatically saved between sessions

Settings Management

• Auto-save: Settings automatically saved on application close
• Import/Export: Share configurations between instances
• Persistent State: Batch counters, view mode preferences, and all settings maintained across sessions

Installation

1. Ensure Python 3.6+ is installed
2. Install dependencies:

   pip install -r requirements.txt

Usage

Initial Setup

1. Run the application:

   python copy_script.py

2. Configure Folders:

   • Source Folder: Select where new files will be monitored
   • Destination Folder: Where renamed files will be copied
   • Both paths show ✅ when valid, ❌ when invalid, with auto-create buttons

3. Set File Formats (optional):

   • Enter extensions like .jpg;.png;.gif or use * for all files
   • Filters which files get tracked from all input methods
   • Field is disabled during active tracking to prevent conflicts

Creating Naming Rules

4. Design Naming Pattern:

   • Use {tag_name} placeholders in your pattern
   • Example: photo_{batch}_{counter}_{type}
   • Pattern label shows ⚠️ if tags lack corresponding rules

5. Add Rules:

   • Click "Add Rule" to create counter, list, or batch rules
   • Each rule corresponds to a tag in your naming pattern
   • Configure advanced options like step intervals and maximum values

File Processing

6. Add Files to Track: Multiple ways to add files:

   • Auto-Tracking: Click "Start Tracking" to monitor source folder for new files
   • Manual Selection: Click "Add Files" to select multiple files from any location
   • Drag and Drop: Drag files directly from file explorer onto the tracking area

7. Manage Tracked Files:

   • View files in list or grid mode with thumbnails (your preference is remembered)
   • Reorder files using up/down arrows (affects rule numbering)
   • Remove individual files with delete buttons
   • Preview generated names in real-time

8. Copy & Rename:

   • Review any conflicts or warnings
   • Choose how to handle existing files (overwrite, rename with numbers, skip, or cancel)
   • Files are processed and tracked list is cleared

Rule Examples

Photo Organization

Pattern: vacation_{batch}_{counter}
Rules:
- Counter: tag="counter", start=1, step=1
- Batch: tag="batch", start=1, step=1

Result: vacation_1_1.jpg, vacation_1_2.jpg, vacation_1_3.jpg
After next batch: vacation_2_1.jpg, vacation_2_2.jpg, vacation_2_3.jpg

Alternating Categories

Pattern: doc_{type}_{counter}
Rules:
- List: tag="type", values="report;summary;draft", step=2
- Counter: tag="counter", start=1, step=1

Result: doc_report_1.pdf, doc_report_2.pdf, doc_summary_3.pdf, doc_summary_4.pdf, doc_draft_5.pdf

Advanced Cycling

Pattern: item_{category}_{num}
Rules:
- List: tag="category", values="A;B;C", step=1
- Counter: tag="num", start=0, increment=1, max=2

Result: item_A_0.txt, item_B_1.txt, item_C_2.txt, item_A_0.txt, item_B_1.txt...

Advanced Features

File Conflict Handling

• Duplicate Prevention: Detects when multiple files would have the same name
• Existing File Warnings: Shows which destination files would be overwritten
• Flexible Actions: Choose to overwrite, skip, or cancel for existing files

Visual Feedback

• Path Validation: Real-time validation of source and destination paths
• Missing Rules Warning: Highlights when naming pattern uses undefined tags
• Thumbnail Generation: Automatic image previews with retry logic for locked files
• Status Updates: Clear feedback during all operations

View Modes

• List View: Compact display with filename, preview name, and controls
• Grid View: Thumbnail-focused layout for visual file management
• Seamless Switching: Toggle between views without losing state

Settings File Structure

The application saves settings to file_manager_settings.json:

{
  "source_folder": "/path/to/source",
  "dest_folder": "/path/to/destination", 
  "file_formats": ".jpg;.png",
  "naming_pattern": "photo_{batch}_{counter}",
  "view_mode": "list",
  "rules": [
    {
      "type": "counter",
      "tag_name": "counter",
      "start_value": 1,
      "increment": 1,
      "step": 1,
      "max_value": null
    }
  ]
}

Dependencies

• tkinter: GUI framework (built into Python) - docs.python.org/3/library/tkinter.html
• watchdog: File system monitoring - pypi.org/project/watchdog
• Pillow: Image processing and thumbnail generation - pillow.readthedocs.io
• tkinterdnd2: Drag and drop functionality - pypi.org/project/tkinterdnd2
• pathlib: Modern path handling - docs.python.org/3/library/pathlib.html

Troubleshooting

Common Issues

• Files not tracking: Ensure source folder is valid and tracking is started, or use "Add Files" button
• Permission errors: Check read access to source and write access to destination
• Thumbnails not generating: May indicate locked or corrupted image files
• Rules not working: Verify tag names in pattern match rule tag names exactly
• File format field disabled: This is normal during tracking - stop tracking to modify filter

Performance Notes

• Thumbnails are cached for better performance
• Large batches may take time for thumbnail generation
• File system monitoring has small delays to ensure files are completely written

File Structure

copy_script.py                   # Main application
requirements.txt                 # Python dependencies  
file_manager_settings.json       # Auto-generated settings (created on first run)
README.md                       # This documentation

Tips

• Multiple Input Methods: Combine auto-tracking, manual selection, and drag-and-drop as needed
• File Extensions: Original extensions are always preserved
• Batch Persistence: Batch counters maintain state between sessions
• Rule Order: Rules are processed in the order they appear in your pattern
• Preview Names: Use the preview to verify naming before copying
• View Preferences: Your choice of list/grid view is remembered between sessions
• File Order: Manual file ordering affects counter rule numbering
• Format Filtering: All input methods respect the file format filter
• Backup Important Files: Always test with non-critical files first