Create a File Dispatcher for Finder
In a previous post we looked at Automator and how it can help us to automate tasks (such as a copy-and-paste installation).
A very short while ago, we also looked at how to create a todo system, based on color labels in Finder.
Today we will use these concepts and expand them using Butler, so we will create a file dispatcher for Finder, looking something like this:
The list of actions is not limited to these shown here, you can create as many as you want. Almost everything you can image doing to your files in person you can make your Mac do.
- Move / copy files
- Trash files
- Assign a color label
- Assign a Spotlight comment
- Connect to a server
- and much more
But let’s take a step at a time.
1 Create Automator Actions - Move to Pending
Every action we’ll be able to perform on our files will be an application of its own. No worries - we don’t need to write a single line of program code. Automator is our friend.
Start Automator from the applications directory or via Butler’s abbreviation window.
1) In Automator the Starting Point window automatically opens up.
Select Files & Folders.
2) In the lower area of the window you see the area Get content from.
Make sure it’s set to my Mac but change to Use files and folders selected in the Finder when workflow runs.
3) Now we create the action we want to have. Let’s create the first “Move to Pending”, where “Pending” is a directory inside our Documents folder.
Let’s add the appropriate action. Either pick Files & Folders from the Actions category list or use the search field directly. The action we’re after is called Move Finder Items.
Once you found it, drag it to the right side of the Automator window, below the existing action Get Selected Finder Items.
4) The action is added to the workflow. As you see, its default target directory is the Desktop. Click it, pick Other.
Select the directory “Pending” in your Documents folder.
5) This is it for the workflow. Let’s save this workflow as an application. From the File menu, choose Save As…
It’s vital for the dispatcher to work that you change the file format to Application.
It also a good idea to separate our File Dispatcher applications from the other applications (in the Applications directory). Let’s save them inside a folder in our Documents directory, called File Dispatcher Applications.
Note: You might have to expand the Save dialog, by clicking the arrow to the right of the Save As window.
2 Create Automator Actions - Move to Archive
For our second action, “Move to Archive” nothing changes except for the directory the current selection of Finder items will be moved to.
We can reuse the workflow we have currently open, we’ll just save it under a different name. All we need to do is change the target directory from Pending to Archive (which is located in our Documents directory as well).
Again, from the File menu pick Save As … and give it a different name, say “Move to Archive”.
3 Create Automator Actions - Set Color label to Red
Although we could use the existing action again, let’s create a new one to mix things up a little. In Automator, from the File menu pick New.
1) As before, select Files & Folders as starting point and choose to use - as before - the files and folder selected in the Finder when the workflow runs as source for the content.
2) The action we’re after is called Label Finder Items. As before, find and drag it to the workflow area.
3) Click the red label so it gets framed.
4) Done. Save this workflow as application, as described before. Name appropriately, say, Set Color Label to Red.
4 Create Automator Actions - Clear Color label
1) For this action we can reuse the existing one, simply click the small gray cross to the very left of the color selection to clear the color label of a file.
2) The frame around any other color is cleared.
3) Done. As with all the others, save this workflow as application. Name it Clear Color Label.
5 Create Automator Actions - Move to Trash
1) As before, start a new workflow using Files and Folders as starting point and the selection of the Finder as the workflow runs.
2) Add the action Move Finder Items to Trash.
3) Save the workflow as application in the same way as we did before. Name it Move to Trash.
So, after creating these 5 actions in Automator and saving them as applications, the directory named “File Dispatcher Applications” should look like this:
6 Bring Butler On - Create Container
To have all this applications present in Butler we will use Butler’s container feature.
1) Open Butler’s preferences.
To open up Butler’s preferences window, click the computer icon in the menu bar, select Butler > Preferences.
Alternatively, you can bring up Butler’s abbreviation window, by pressing control-space. Once the window is visible, press command - , (comma) to bring up the preferences (as you bring up the preferences in any other application).
2) Go to the Configuration tab
3) Click the plus icon in the lower left corner and add a container. Name it “File Dispatcher”.
4) Let’s assign command - . (dot) as keyboard shortcut. Doing so, will evoke a warning by Butler, saying that this is a common key combination used in many programs.
No worries, we will use Butler’s exclusion feature to make this keyboard shortcut only work in Finder (in other applications our file actions wouldn’t make sense anyway).
5) So, let’s tell Butler that this keyboard shortcut is ONLY valid in Finder, so it will only work if Finder is the active application.
6) Finally, change the launch mode to Opens a menu new the mouse.
7 Bring Butler On - Add Applications
Now, let’s add our Automator applications to this container, so they will be presented as the list of actions we ultimately want.
1) To do so, click the File Dispatcher container, created before so it’s highlighted.
2) Click the plus icon in the lower left corner and pick File.
3) Navigate to Documents > File Dispatcher Applications where our apps are stored.
4) Select all by pressing command-A.
5) Click Open to add all selected apps to the container.
6) Now the applications show up in Butler, inside the container.
8 Butler Fine Tuning
Rename items, so they start with a number
In the initial screenshot we saw that the actions had numbers in front of the name. We use them to be able to select an action quicker (since pressing the corresponding number will highlight the action).
To do so, click a single action in the container and change its name in the Inspector window on the right.
Rearranging the order or actions
To rearrange the items (so the go together with the numbering) simply drag them around inside the container.
Adding title and separators
1) To add a title, as in the initial screenshot, click the plus icon in the lower left corner and pick Comment.
2) Rename it, say “File Dispatcher” and drag it to the top of the list of actions.
3) Add separators via the plus icon and drag them around as you please.
Final look
So, after everything we have done, the container in Butler should look like this:
File Dispatcher in Real Life
As you browse your files in Finder, press the assigned shortcut command-. (dot) to get the list of actions we created. All the actions work with multiple selected files and folders as well.
After you picked files and folders to act on, the Automator status message appears in the menu bar, indicating what it is currently doing.
So here you have an expandable file dispatcher at your finger tips, making your files going the right way and helping you to organize your files, minus the boring and repetitive tasks of moving, labeling, etc.
Enjoy.
We like to hear from you which actions you use to organize your files. Bring it on in the comments or drop us an email.
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Tags: Automator, Butler, file handling, finder, freeware, keyboard, organize, productivity
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