How to use AI organize on Dropbox DocSend

AI organize is a built-in, intelligent assistant that can draft a folder tree, and classify files to help keep your Space structured, searchable, and ready for sharing. 

Learn how to manage and customize your Space (data room).

Features of AI organize

Folder tree generator

The folder tree generator creates a recommended folder structure based on the type of data room you’re building.  After generating the folder tree, you can preview it before making any changes. If needed, you can make inline edits like renaming folders within the current version.

Sorting and classification

Sorting and classification uses AI to review your file names and metadata, then suggests where each file should go. It automatically groups related documents such as financials, legal materials, and HR files. Before any changes are made, you can review and confirm the suggested organization. For each file, you’ll see where it was moved from so you can track updates easily. Unknown or unrecognized files are handled separately so nothing gets lost.

All applied changes are recorded in an audit log, which you can reference for auditing or troubleshooting.

How to use AI organize 

Use AI Organize prompt to create a folder structure in an empty Space

1. Log in to docsend.com.
2. Click Spaces. 
3. Click Create Space. 
4. Enter a prompt within the box under What are you building describing the data room you want to create.
   • Note: Make sure your description is detailed, and list needed features.
5. Click   (send) to send the prompt. 
6. To make changes, edit the folder structure directly or use conversational prompting.
7. Click Add to Space to finalize.

How to use AI Organize to create a folder structure in an existing Space.

1. Log in to docsend.com.
2. Click the Space you want to organize.
3. Click Organize.
4. Select Organize with AI.
5. Select Let AI edit and create folders.

6. To make changes, edit the folder structure directly or use conversational prompting.

• Note: Click Discard changes and have it re-generate suggestions for the file structure for more options. 

7. Click Apply to retain changes.

How to use AI Organize to organize existing folders.

1. Log in to docsend.com.
2. Click the Space you want to organize.
3. Click Organize.
4. Select Organize with AI.
5. Select Use existing folders.

AI Organize will sort your files into the folders that already exist in your space. 

Editing a suggested folder structure

After AI Organize generates a folder structure, you can review and customize it before applying any changes.

You can adjust the structure in several ways:

• Edit folders directly by renaming, adding, removing, or reorganizing folders and subfolders.
• Add new folders to expand the structure.
• Collapse or expand folders to review different levels of the structure.
• Use conversational prompting to ask for specific changes. 
• Regenerate suggestions by clicking Discard changes and generating a new structure.

You can also provide additional context to improve results, such as: 

• Describing what the Space is for.
• Referencing how similar Spaces are organized.
• Using templates or importing a folder structure from a CSV file.

All changes can be reviewed before applying them to your Space.

Conversational prompting 

To use conversational prompting to ask AI Organize to edit a folder structure: 

1. Log in to docsend.com.
2. Click Spaces. 
3. Click Create Space. 
4. Enter a prompt in the box under What are you building describing the data room you want to create.
5. When the folders are generated, enter your prompts in the box under Need any changes describing any edits you want to make.
6. Undo or save any changes you made: 
   • Click Undo to revert to the previous version.
   • Click Apply to save changes.

What AI organize doesn’t do

AI organize helps you create structure and order in your data room, but it never makes changes without your approval. 

To keep your content secure and your workflow predictable, there are a few things it won’t do:

• It doesn’t apply changes automatically, you’ll always be able to review and confirm any changes.
• It doesn’t delete or remove files from your account.
• It won’t appear if AI features are turned off in your settings.