VaultSort 5.1.0-beta.0

What's New

• The keywords you give a category are now actually matched. They were only ever used to nudge the meaning-based matching, so a file plainly named "prescriptions" could still land in Uncategorized while a category listing "prescriptions" as a keyword sat right there. Keywords are now matched literally against the file name, the folders above it, and the contents: a clear hit on the name assigns the file immediately, and inside the contents VaultSort waits for real evidence — a phrase, two different keywords, or the same one more than once — rather than acting on a single passing mention. This also rescues files nothing can read: a spreadsheet called "lab report.xlsx" routes on the name you gave it. When two categories both hit, neither wins by keyword and the meaning-based comparison decides between those two.
• Exclude a category with negative keywords. A category for health insurance with keywords like "policy" and "claim" would legitimately claim a car insurance quote, and there was no way to say "health, not car". Categories now take a list of words that rule them out. One hit bars that category for that file outright — it cannot be overridden by a close content match, because an exclusion that can be overruled is not an exclusion. The preview names the exclusion that fired, so a file that ends up uncategorized because of one says so.
• Spreadsheets and slide decks are read for their contents. Previously they could only ever be sorted by their filename, so a spreadsheet named "Q3 export.xlsx" full of lab results had no route to the right category at all. VaultSort now reads sheet names and cell text from Excel files, and slide text from PowerPoint files. A workbook containing only numbers still falls back to its filename.
• The Smart Categorize preview explains itself in plain language. Each file used to show raw numbers like "content similarity 0.4032" and "2nd: Prescriptions (38%)" — which read as percentages and meant nothing. The reason now reads as a sentence, with the exact scores and what the scale means moved behind an information icon. Every row also has a button to show that file in Finder or File Explorer, and rows are paged ten at a time rather than the two the old layout could collapse to, which had been burying most of a preview behind a dozen pages.
• Encrypting tells you which key it will use, and lets you use a different one. The tooltip on Encrypt now names the key — the choice of keys was already there, behind the arrow beside the button, but nothing on the way to encrypting ever said which key was about to be used, so there was no reason to look for a control that changes it. And if the prompt appears for a key you do not have to hand, "Use a different key" now offers the others rather than leaving cancelling as the only way out. (When you have explicitly ticked several keys, every one of them is still required — no substitutions, because a file quietly wrapped for fewer keys than you asked for is how a backup key turns out not to exist.)

Bug Fixes

• Fixed the security key setup instructions on Windows describing a Mac. Registering Windows Hello told you to wait for Chrome, choose iCloud Keychain when asked where to save your passkey, then authenticate with Touch ID. None of those exist on a PC, and Windows offers no choice of where to save a passkey at all — you simply create it. Every screen in that flow now gives the steps that apply, including the warning about the credential: a Windows Hello key lives on the PC and is lost with it, rather than syncing the way a Mac passkey does. (If this stopped you registering Windows Hello, it will now work; nothing needs redoing if you already got through it.)
• Fixed suggested categories collapsing to almost nothing. Asking VaultSort to suggest categories for a folder of scanned medical documents produced a single group with most files left over. Scanned pages that contain readable text are now treated as documents rather than images, documents are never folded into an image group, and related documents are grouped less strictly — the threshold had been tuned on photos and was splitting text files into groups of one. Photos and screenshots are unaffected.
• Fixed keyword matching quietly stopping on a second run. VaultSort remembers what it read from a file, and the remembered copy did not include the text — so on any re-run, keywords could only match the filename and files silently changed category with no explanation. (Files read by an older version are re-read once.)
• Fixed Guardian and Smart Categorize presenting a similarity score as a percentage. "Content resembles Health Insurance (72% match)" implied a 72% probability of being right. It is a similarity measure between 0 and 1, and is now labelled as one.