File Finder

The File Finder runs as a background process. Every minute, the plugin scans all configured folders and looks for files related to your projects, automatically adding them to the Files & Folders tab on the Project Page. This keeps your project file list up to date without manual maintenance.

How It Works

The File Finder matches files to projects using the project number found in the file name or folder path. When a matching file is found that is not already listed in the project's Artifacts, the plugin adds it automatically with the appropriate file type based on the Classifications matching rules.

Project Number Matching

Files are matched to projects by extracting the project number from their path or filename. For example, if you have a project with number ABC-001, the File Finder will locate and associate files like: - C:\Projects\ABC-001\Schedule.mpp - C:\Projects\ABC-001_Quotes\Proposal.pdf - Any file in a folder containing ABC-001

Configuring File Finder Settings

To open the File Finder settings:

  1. From the Plugins menu choose Settings > File Finder.

The settings dialog has two sections:

Search Locations

Specifies the base folder(s) where File Finder searches for project-related files. The plugin will recursively search all subfolders within each location.

How Base Locations Work

When you add a search location, File Finder scans: - The root folder itself and all its subfolders - All files found in any subdirectory tree - Project folders and shared file repositories

Example: If you add C:\Users\user\Documents\Projects as a search location, File Finder will find files in: - C:\Users\user\Documents\Projects\ABC-001\Schedule.mpp ✓ - C:\Users\user\Documents\Projects\Shared Files\ABC-001.pdf ✓ - C:\Users\user\Documents\Projects\Archive\Old Projects\XYZ-005\Proposal.docx ✓

Default Location

By default, File Finder is configured to search your user's Documents folder under Projects: - Windows: C:\Users\[YourUsername]\Documents\Projects - macOS: /Users/[YourUsername]/Documents/Projects - Linux: /home/[YourUsername]/Documents/Projects

If you store projects in multiple locations, you can add multiple search locations.

Managing Search Locations

Button Description
Add Location Add a new folder to scan. Choose any folder where you store project files.
Edit Location Edit the selected folder path. Useful if you relocate your project directories.
Delete Location Remove the selected folder from the scan list. The folder itself is not deleted, just removed from File Finder's search scope.

File Classifications

Classification rules determine how files are categorized when added to the Files & Folders list. Each rule uses pattern matching (regular expressions) to identify files by name and automatically assign them a file type and description.

Understanding Pattern Matching

Pattern matching uses regular expressions to match file paths and names. This allows flexible rules that can match multiple related files with a single pattern.

Common Pattern Elements:

Pattern Means Example Match
. Any single character file.txt matches a.txt
.* Any characters (zero or more) .*Project.* matches MyProject, Project_2024, ProjectNotes
\.mpp$ File extension .mpp at end of filename Schedule.mpp (matches), schedule.mpp.bak (doesn't match)
$ End of string (anchors pattern) \.xlsx$ only matches Excel files, not file.xlsx.tmp
\| OR (match one pattern or another) \.(pdf\|docx)$ matches both PDF and Word files
[0-9] Any digit Project[0-9].pdf matches Project1.pdf, Project5.pdf
Schedule Literal text Schedule.mpp (matches), SCHEDULE.MPP (case-sensitive, doesn't match by default)

Pattern Matching Examples

Example 1: Match all project schedules

Pattern: .*Project Management/Schedule.*\.mpp$
Matches:
  ✓ C:\Projects\ABC-001\Project Management\Schedule.mpp
  ✓ C:\Projects\ABC-001\Project Management\Schedule_Final.mpp
  ✓ C:\Archive\Project Management\Schedule_2024.mpp

Example 2: Match quotes (PDF or Excel)

Pattern: .*Project Management/Quotes.*\.(pdf|xlsx)$
Matches:
  ✓ C:\Projects\ABC-001\Project Management\Quotes\Proposal.pdf
  ✓ C:\Projects\ABC-001\Project Management\Quotes\Budget_Estimate.xlsx
  ✗ C:\Projects\ABC-001\Quotes.docx (doesn't match — not PDF or Excel)

Example 3: Match meeting minutes by name

Pattern: .*Project Management/Meeting Minutes/.*\.(pptx|ppt|docx)$
Matches:
  ✓ C:\Projects\ABC-001\Project Management\Meeting Minutes\Kickoff.pptx
  ✓ C:\Projects\ABC-001\Project Management\Meeting Minutes\Status_Jan2024.docx
  ✓ C:\Projects\ABC-001\PM\Meeting Minutes\Design Review.ppt

Example 4: Match PCR (change request) documents

Pattern: .*Project Management/PCR.*\.(pdf|docx|xlsx)$
Matches:
  ✓ C:\Projects\ABC-001\Project Management\PCRs\PCR_001.pdf
  ✓ C:\Projects\ABC-001\Project Management\PCR Management\PCR_Tracking.xlsx
  ✗ C:\Projects\ABC-001\PCR_Backup.pdf.old (doesn't match — .old extension)

Example 5: Match risk registers

Pattern: .*Project Management/Risk Management.*\.(xlsx|docx)$
Matches:
  ✓ C:\Projects\ABC-001\Project Management\Risk Management\Risk Register.xlsx
  ✓ C:\Projects\ABC-001\Project Management\Risk_Analysis\Risks.docx
  ✗ C:\Projects\ABC-001\Risk.txt (doesn't match — not in Risk Management folder, wrong type)

Managing Classifications

Button Description
Add Classification Create a new file classification rule with a pattern and file type.
Edit Classification Modify an existing rule's pattern or file type.
Delete Classification Remove a classification rule. Files previously added with this rule are not affected.

Tips for Pattern Matching

  • Be specific: More specific patterns prevent false matches. .*Risk.*\.xlsx$ is better than .*Risk.*
  • Use folder structure: Include folder names in your patterns to improve accuracy
  • Test your patterns: Add test files and run File Finder to verify patterns work as expected
  • Order matters: File Finder applies the first matching pattern, so order similar rules appropriately
  • Case sensitivity: Patterns are case-sensitive by default. Use lowercase file extensions or adjust patterns as needed

Notes

  • The File Finder only adds files; it does not remove or modify existing Files & Folders entries.
  • Files are added with the Project Folder file type when a matching project folder is found.
  • The plugin runs only while Project Notes is open.
  • Pattern matching uses regular expressions; refer to standard regex syntax for complex patterns.