Organizing your Brain Dump voice notes with iCloud folders creates a filing system that scales as your note collection grows. Instead of searching through hundreds of timestamped files, you can browse notes by topic, project, or purpose.
Why Use Folder Organization
Brain Dump saves notes automatically with timestamp-based filenames like 2025-01-15-143022.md. This works great for capture, but as your collection grows, you need structure.
Folder organization gives you:
- Quick browsing: Find notes by topic without searching
- Contextual grouping: Related notes stay together
- Project isolation: Keep work notes separate from personal journaling
- Obsidian compatibility: Folders map directly to Obsidian vault structure
- Easy archiving: Move entire folders to archive completed projects
Recommended Folder Structures
Simple 3-Folder System (Best for Most Users)
Brain Dump/
├── Work/
├── Personal/
└── Ideas/
When to use: If you capture notes for just a few main areas of life.
Pros: Simple, fast to maintain, hard to overthink Cons: May need subfolders as notes accumulate
PARA Method (Popular with Knowledge Workers)
Brain Dump/
├── Projects/ (active work with deadlines)
├── Areas/ (ongoing responsibilities)
├── Resources/ (reference material)
└── Archive/ (completed or inactive)
When to use: If you follow Tiago Forte's PARA system or want a productivity-focused structure.
Pros: Clear action-oriented organization Cons: Requires discipline to move notes between folders as status changes
Topic-Based System (Best for Specialists)
Brain Dump/
├── Meetings/
├── Journal/
├── Writing/
├── Code/
└── Learning/
When to use: If you have distinct types of voice notes with little overlap.
Pros: Notes are easy to find by type Cons: Some notes may fit multiple categories
Chronological with Topics (Hybrid Approach)
Brain Dump/
├── 2025/
│ ├── Work/
│ ├── Personal/
│ └── Journal/
├── 2024/
└── Archive/
When to use: If you want both time-based and topic-based organization.
Pros: Easy to archive old notes, maintains context within time periods Cons: More complex structure, notes are spread across year folders
Step-by-Step Setup Guide
Step 1: Plan Your Structure
Before creating folders, answer these questions:
- What are the 3-5 main areas where I capture voice notes?
- Do I need to separate work from personal?
- Do I have specific projects that need dedicated folders?
- How often will I review and reorganize notes?
Write down your top 3-7 categories. More than 7 becomes overwhelming.
Step 2: Create Folders in iCloud Drive
On iPhone/iPad:
- Open the Files app
- Navigate to iCloud Drive → Brain Dump
- Tap the ⋯ (three dots) icon
- Select New Folder
- Name your folder (e.g., "Work", "Personal", "Projects")
- Repeat for each top-level category
On Mac:
- Open Finder
- Go to iCloud Drive → Brain Dump
- Right-click in the folder
- Select New Folder
- Name and create all your topic folders
Step 3: Establish Naming Conventions
Consistent file naming makes notes easier to find and sort. Choose one format and stick with it:
Option A: Date-First (Best for Chronological Browsing)
2025-01-15 - Meeting with Design Team.md
2025-01-15 - Project Ideas for Q1.md
2025-01-16 - Morning Journal Entry.md
Option B: Topic-First (Best for Subject Browsing)
Design - Meeting Notes Jan 15.md
Projects - Q1 Ideas.md
Journal - Morning Thoughts.md
Option C: Hybrid (Timestamp + Topic)
Work - 2025-01-15 - Design Meeting.md
Personal - 2025-01-15 - Journal.md
Ideas - Product Feature Brainstorm.md
Brain Dump uses automatic timestamps by default, but you can rename files manually or use Brain Dump's auto-titling feature to add descriptive names.
Step 4: Configure Brain Dump (Optional)
If Brain Dump supports setting a default save folder in settings:
- Open Brain Dump → Settings
- Look for "Default Save Location" or "File Organization"
- Choose your preferred folder (e.g., "Ideas" for quick captures)
- New notes will save there by default
Note: As of Brain Dump 2.x, this feature may vary. Check the app's latest settings.
Step 5: File Notes Regularly
Choose a filing rhythm:
- Daily: Review and file notes at end of day (5 minutes)
- Weekly: Batch-file notes during weekly review (15 minutes)
- Monthly: Organize and archive monthly (30 minutes)
Quick Filing on iPhone:
- Open Files app → Brain Dump
- Long-press a note file
- Tap Move
- Select destination folder
- Tap Move to confirm
Workflow Examples
The Daily Reviewer
- Throughout day: Record voice notes in Brain Dump (auto-save to root folder)
- End of day: Open Files app, review today's notes
- 5-minute filing: Move work notes to Work folder, journal entries to Personal, ideas to Ideas
- Result: Clean inbox, organized notes ready to find later
The Weekly Organizer
- Capture freely: Don't worry about filing during the week
- Friday afternoon: Open iCloud Brain Dump folder
- Batch process: Sort by date, skim each note, move to appropriate folder
- Archive old projects: Move completed project folders to Archive
- Result: Weekly reset, clear structure
The Project-Focused Filer
- Active projects get folders: Create subfolders for each active project
- Voice notes tagged by project: Mention project name while recording ("For the website redesign project...")
- File immediately after capture: Move to project folder right away
- Archive when done: Move project folder to Archive when complete
Advanced Organization Strategies
Use Subfolders Sparingly
Only create subfolders when a top-level folder has 30+ notes and clear subcategories emerge.
Example:
Work/
├── Meetings/
├── Action Items/
└── Planning/
Create an Inbox Folder
Keep the Brain Dump root folder as an inbox:
Brain Dump/
├── _Inbox/ (new captures land here)
├── Work/
├── Personal/
└── Ideas/
Set Brain Dump to save to _Inbox by default, then file from there.
Use Prefixes for Sorting
Add number or emoji prefixes to control folder sort order:
1_Work/
2_Personal/
3_Projects/
4_Archive/
Or with emojis (renders on iPhone/Mac):
📁 Work/
💭 Personal/
💡 Ideas/
🗄️ Archive/
Implement GTD-Style Next Actions
Create an @Actions folder for notes that require follow-up:
Brain Dump/
├── @Actions/ (needs review or action)
├── Work/
├── Personal/
└── Reference/
Troubleshooting Common Issues
Q: I have too many folders and can't find anything A: Consolidate. Aim for 3-7 top-level folders max. Move subfolders up a level or merge similar categories.
Q: Some notes fit multiple folders A: Choose the folder where you'll most likely look for the note. Or use tags in note content instead of folders.
Q: I forget to file notes A: Set a daily or weekly calendar reminder. Or accept that some notes stay unfiled — it's not a productivity system, it's a filing system.
Q: My folder structure broke Obsidian links A: In Obsidian, update your link format to use full paths. Or avoid moving notes after linking them.
Maintenance Tips
Weekly Triage
- Review unfiled notes
- Move orphaned files to appropriate folders
- Delete duplicates or test notes
Monthly Review
- Check if folder structure still serves you
- Archive completed projects
- Consolidate underused folders
Quarterly Reset
- Move last quarter's notes to dated folders (e.g., "2024-Q4")
- Evaluate if you need new folders for new projects
- Delete or archive notes you'll never reference
Related Guides
- Export to Obsidian — Use folder structure in Obsidian vault
- Backup with Git — Version control your organized notes
- Voice dictation tips — Mention folder names during recording for easier filing
Frequently Asked Questions
Does Brain Dump have built-in folder support? Not directly within the app, but since notes are saved to iCloud Drive, you can organize them using the Files app or Finder.
Will organizing notes slow down iCloud sync? No. iCloud syncs folder structures efficiently. Even with hundreds of notes across many folders, sync is fast.
Can I automate note filing? Not natively in Brain Dump, but you can use iOS Shortcuts or Mac Automator scripts to move files based on keywords in the filename.
What about tags instead of folders? Folders and tags serve different purposes. Use folders for broad categories and tags (in note content) for cross-cutting themes.
Last updated: January 2025. Folder organization works with Brain Dump 2.x on iOS 17+ and macOS 14+.