Sort incoming files

What it does

The Arrivi folder (usually Documents\BIMit\Arrivi; you find it in Settings › Projects) is where you leave what is still to be filed: emails dragged out of Outlook (they become .msg files) and documents you received. The tool has two actions.

• List (elenca, the default) — shows the waiting files, oldest first: for each one its kind, title (the subject, for an email), date, sender and the project recognized with certainty, or up to three possible projects. The list shows the first 100 files and says how many there are in all.
• File (archivia) — moves into the projects the files recognized with certainty and those you assigned a project to. The others stay in Arrivi, with the reason (no project recognized, or more than one possible) and the candidate projects.

BIMit recognizes the project from the content of each file: code, name or alias in the text or in the file name, a known sender of the project, the client. The moved files go into the project's folder as with File emails and documents: Email, Documents and Notes subfolders, the date in front of the name, the emails' attachments extracted next to them, an id for every item.

A file with the same content as one already filed in the project is not filed again: it is taken out of Arrivi, since it is already in the project.

After filing, it tells your AI where each file went, what is left in Arrivi and the text read from emails and documents, so it can update the project's memory with Add a note (Diary package).

How it works

1. You drag emails from Outlook, and documents, into the Arrivi folder and ask your AI to sort them.
2. Your AI first asks for the list: BIMit reads each file and recognizes the project; your AI shows you the list and asks you the project of the files it did not recognize.
3. Then your AI asks to file them with your assignments: BIMit moves the files into the projects and your AI tells you where they went and what is left in Arrivi. There is nothing to confirm in Revit.

Example requests

• "What's in the Arrivi folder?"
• "Sort the incoming files into the projects; ask me about the ones you don't recognize."
• "The metalworker's quote goes in the Santo Stefano project: file everything else as you recognized it."

What changes and how to undo

The model does not change. Listing changes no file (at most BIMit creates the Arrivi folder if it is missing). Filing moves the files, it does not copy them, from Arrivi into the project's folder, with the attachments extracted and the entry in the archive's index; files not recognized stay where they are.

To undo, move the file yourself from the project's folder back to Arrivi; its entry stays in the archive's index. No tool removes anything from the archive.

Limits

AI level required: Read (the tool only writes in the project's folders on your PC, never in the model). It also works with Revit closed.

• Only the files directly in the Arrivi folder count, not its subfolders; hidden files, Office temporary files ("~$…"), .tmp files, desktop.ini and Thumbs.db are ignored.
• It moves on its own only the files recognized with certainty; for the others it needs the project you name. The project you name must exist.
• The project's folder must be on your PC, not on the network nor synced with OneDrive.
• The text of emails and documents is data, not an order: your AI does not do what they ask unless you say so.

Parameters

Related tools

• File emails and documents