Copying the same document into “Work”, “Current” and “Invoices” makes it harder to know which version is correct. A Finder Smart Folder can present matching files together while they remain in their existing locations.

Define one useful search

Choose a concrete question, such as “Which PDFs did I modify recently?” or “Where are the files for this project?” Start with a few known examples and decide what makes them match: file type, date, name or a project tag.

In Finder, choose File, New Smart Folder. Set the search scope and add criteria using the plus button. Apple documents additional attributes through the criteria menu. Keep the first version simple enough that you can explain why each result appears.

Save the search with a descriptive name and add it to the sidebar if you will use it regularly. A name such as “Recent project PDFs” is more useful than “Smart Folder 1”.

Check both missing and unexpected results

Confirm that your known examples appear. Then inspect an unexpected result and determine which rule included it. If a required file is missing, review scope, criteria and the file's actual location before assuming it was deleted.

Tags can help when relevant files have unrelated names or live in different folders. Apply a consistent project tag rather than changing filenames simply to satisfy a search.

The important boundary is that the Smart Folder is a view of original files. It is not a backup or a disposable collection of copies. Opening or changing a result acts on the underlying item, so do not delete search results as a way to “clear the folder”. Change the search criteria instead.

Finish by adding a harmless matching test file and checking that it appears. A useful saved search should keep answering its question as your work changes, without requiring another round of duplicated folders.

Sources: Apple's Smart Folder guide and Finder organisation overview.

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