# AI Document Sorting: Send Each File to the Right Folder

Source: https://maito.app/workflows/sort-incoming-documents-to-the-right-folder

Maito identifies each incoming file, suggests a folder and an owner, and holds uncertain ones for a person to decide. Works from email and Slack.

Each file that arrives is identified and sent to a suggested folder and owner, and uncertain ones wait for a person.

[IT and admin](https://maito.app/workflows/team/it-and-admin) · [Accounting and bookkeeping](https://maito.app/workflows/industry/accounting-and-bookkeeping) · When something happens · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Gmail
-   Microsoft 365
-   Superhuman Mail
-   Box
-   Dropbox
-   Notion

## How do you sort incoming documents to the right folder?

To sort incoming documents to the right folder, point Maito at your inbox and shared files. For each file that arrives it identifies the type, suggests a folder and an owner, and files it. When it isn't sure, it asks a person in Slack or by email and waits for the answer.

## How it's done today

Staff open every attachment and decide where it goes by memory.

## What Maito does

1.  Read the file type and contents
2.  Match it to a client or case
3.  Suggest the folder and owner
4.  Hold uncertain ones for a person

## Example

Loop run: New email with 4 attachments · docs@northstar.example

**Maito** (10:25 AM):

4 files received from Hannah at Acme Bakery.

• W-2-2025.pdf: client Acme Bakery, folder Payroll > 2025, owner Rosa.  
• bank-stmt-sep.pdf: Acme Bakery, Banking > 2026 > Sep, owner Rosa.  
• lease-renewal.pdf: Acme Bakery, Contracts, owner Omar.  
• scan0044.pdf: **held**. Name and tax ID suggest Acme Bakery, but the address matches Acme Bakery East, a separate client.

Catch: filing scan0044 under the wrong Acme would put another client's tax ID in the wrong folder. Source: file contents and the client list. Originals are kept in the inbox.

**Rosa** (10:31 AM):

scan0044 is East's. File it there.

**Maito** (10:33 AM):

Suggested: Acme Bakery East, Tax, owner Rosa. Filed there on your say-so. Want me to tell Hannah that her last email mixed both locations?

## How to set it up

When something happens Sort incoming documents to the right folder

Ask your agent

“When files arrive at docs@northstar.example, identify what each one is and which client it belongs to, suggest the folder and owner, and post in #intake. Hold anything uncertain.”

Connect email

-   Gmail
-   Microsoft 365
-   Superhuman Mail

Connect files

-   Google Drive
-   Box
-   Dropbox
-   Notion
-   Microsoft 365

Not connected yet? Your agent sends you a link to sign in.

## What it won't do

Maito sorts by what it reads in the file. A scan that is unreadable or unlike anything you have filed before will wait for a person.

## Questions

### Which tools does it use?

Email in Gmail, Microsoft 365 or Superhuman Mail, and files in Google Drive, Box, Dropbox, Notion or Microsoft 365.

### What about files it isn't sure of?

They wait for a person. Maito asks, then files it where you say.

### Does it delete anything?

No. It only moves and suggests.

## More it and admin workflows

-   [Answer IT questions in the help channel People get answers to everyday IT questions without a ticket. IT and admin · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-it-questions-in-the-help-channel)
-   [Handle access requests Access requests get collected, approved by the right person and logged. IT and admin · When you ask Works with Jira Service Management, ServiceNow.](https://maito.app/workflows/handle-access-requests)
-   [Review who has access Every quarter, check who has access to key tools and flag what looks wrong. IT and admin · On a schedule Works with Slack, Email.](https://maito.app/workflows/review-who-has-access)
-   [Guide people through buying something Purchases follow the process without people learning it first. IT and admin · When you ask Works with Slack, Email.](https://maito.app/workflows/guide-people-through-buying-something)
-   [Check a new vendor's security Get a first pass on a vendor's security docs before you sign. IT and admin · When you ask Works with Box.](https://maito.app/workflows/check-a-new-vendors-security)
-   [Track laptops and equipment Know who has which device and when warranties end. IT and admin · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/track-laptops-and-equipment)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

Set it up in minutes. Start with this one, and let it earn the next one.

[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fsort-incoming-documents-to-the-right-folder)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)