Organize Your Documents — Folders, Tags & Smart Search in WhiskFile

Every file you process in WhiskFile can be saved to your workspace for later access. With the latest workspace update, you get proper document management features — folders, tags, starred files, archive, and smart search — so your processed documents stay organized instead of piling up in a flat list.

Folders

Create folders to group related documents. Click New Folder in your workspace sidebar and give it a name. Drag files into folders, or select a destination folder when saving a processed file.

You can nest folders up to three levels deep. Common structures include:

• By project — Client A / Contracts / 2026
• By document type — Invoices / September 2026
• By workflow stage — Incoming / Processed / Archived

Right-click any folder to rename, move, or delete it. Deleting a folder moves its contents to the workspace root — files are not permanently deleted unless you explicitly remove them.

Tags

Tags add a second layer of organization that works across folders. Apply one or more tags to any file by clicking the tag icon on its card or selecting multiple files and clicking Tag.

Tags are free-form text. Type a tag name and press Enter to create it. Existing tags appear as suggestions as you type. Some ideas:

• Status tags: needs-review, approved, final
• Source tags: client-upload, scanned, email-attachment
• Priority tags: urgent, low-priority

Filter your workspace by tag using the tag filter in the sidebar. Combine tag filters with folder navigation to narrow down large collections quickly.

Starred Files

Click the star icon on any file to mark it as a favorite. Starred files appear in the dedicated Starred view in the sidebar, giving you instant access to your most important documents regardless of which folder they live in.

This is useful for files you reference frequently — a current contract template, a company letterhead, or a form you fill out weekly.

Archive

Move completed or outdated files to the archive instead of deleting them. Archived files no longer appear in your main workspace view but remain accessible from the Archive section in the sidebar.

To archive files, select them and click Archive. To restore, open the Archive view, select the files, and click Restore.

Archived files count toward your storage quota but do not clutter your active workspace.

Smart Search

The search bar at the top of your workspace searches across:

• File names — Partial matches work (searching "invoice" finds "invoice-sept-2026.pdf")
• Tags — Search by tag name to find all files with that tag
• Content — For files that have been OCR-processed, search finds text inside the document
• Dates — Filter by date range using the date picker next to the search bar

Combine search terms to narrow results. Searching invoice 2026 client-a matches files whose name, tags, or content contain all three terms.

Retention Settings

Configure how long files are kept in your workspace:

• Free tier — Files are retained for 30 days after last access, then automatically deleted
• Pro tier — Files are retained indefinitely by default, with optional auto-delete rules

Pro users can set custom retention rules per folder. For example, set the "Incoming" folder to auto-archive files after 7 days, and the "Archive" folder to auto-delete files after 90 days.

Access retention settings from Workspace Settings in the sidebar.

Putting It Together

A practical setup for a small business:

1. Create folders: Contracts, Invoices, Internal, Templates
2. Tag incoming files with status (needs-review, approved) and source (client, vendor)
3. Star your most-used templates for quick access
4. Set retention on Invoices to auto-archive after 30 days
5. Use search to find any document by name, tag, or content in seconds

Your workspace is accessible from any device. Log in to WhiskFile, and every file you have processed and saved is organized and searchable exactly as you left it.