How do I set up automatic file system management?

* Please note, automatic file system management is a ReadCube Pro-exclusive feature. If you don't have Pro, just start your free trial to try it out.

If you have unwieldy piles of randomly-named PDFs, use ReadCube's file system management feature to clean things up. Once enabled, ReadCube will automatically sort and rename your imported PDFs according to the article's metadata, such as author names, publication year and journal. 

The settings can be found in the Preferences section of the app - click on the gear icon in the lower left corner of the app, and then the "File Management" tab.



The top setting for Library folder location is always available (does not require Pro). This lets you pick a place in your file system to store PDFs downloaded within the app. If automatic file organization is enabled, this location is also where your entire PDF library can be found.

To enable automatic file system organization, click on the check-box to "Keep ReadCube Media folder organized".

You can choose whether you want ReadCube to copy or move PDF files into the ReadCube Media library folder. If you choose the "move" option, imported PDFs will not remain in the original location (e.g. your desktop or downloads folder). 

Customize how you want ReadCube to sort your files with the Folder Organization options. If enabled, imported PDFs will be placed into hierarchical folders according to the metadata fields you select. Just drag the desired fields from the "Available" section to the "Selected" section. The order of the fields determines the folder structuring - for example, if you select "Year" followed by "Journal", there will be two layers of subfolders, with the first being publication years and the second being journal names. Imported articles will be automatically sorted into the correct subfolder. 

ReadCube can also rename imported PDF files according to metadata. To customize the naming template, just drag the desired metadata fields from the "Available" section to the "Selected" section. Use the dropdown menu on the right to select the type of separation between metadata components in the file name. Please note, "First Author" and "Last Author" fields both utilize last names. At the bottom, you can see your specified file name formatting.

Once you're done customizing your folder and file name settings, just click the "Reorganize Library" button at the top right to start the organization process. With large libraries, the initial copying/moving/renaming process may take a bit of time so please be patient. 

After the initial setup, ReadCube will automatically sort and rename any PDFs you import or download according to these settings. 

If at any time you want to update these settings, repeat the above process and click the "Reorganize Library" button to update the file system.

Please note - the automatic file management features depend on available article metadata, which ReadCube tries to identify and resolve upon importing. If the article cannot be identified and is missing the metadata, the files will be placed in an "Unidentified" folder. If you later resolve it - either with the "Help ReadCube resolve" option or by manually editing the metadata - the article PDF will then be automatically organized and renamed according to your settings. 



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