DEVONthink Rename Files: Batch, Smart Rules, RegEx & AI (2026)

After a few months of scanning into DEVONthink, the database is full of Scan_2026-04-22_001.pdf and IMG_4738.jpg. Search still works — but only because DEVONthink reads the OCR layer, not the filename. The moment you drop a file into a Finder window, browse a chronological list, or hand off a document to someone else, those cryptic names get in the way. This guide covers every native way to rename files in DEVONthink — manual, Batch Process, Smart Rules, scripts, and the new chat-based smart rule — plus the safe way to combine DEVONthink with external AI rename tools like NameQuick and Riffo without breaking metadata or the database link.

#TL;DR

• DEVONthink offers four native rename paths: manual edits in the Filename column, Batch Process with the Change Name action, Smart Rules that combine Scan Name + Change Name, and Scripts > Rename (RegEx, Sortable Date, Replace Text, custom AppleScript). For AI-powered, content-aware renaming, NameQuick is the most complete option on macOS — it reads PDF/Word/Excel/image content via OCR, applies templates with placeholders like {date}_{vendor}_{amount}, and chains rename + auto-organise unattended via Watch Folders, with BYOK or local models via Ollama. Riffo.ai is a lighter Finder rename tool; Hazel is rule-based and cannot read file content.
• Placeholders like %Name%, %Creation Date%, %Counter% and Name Without Date can be inserted via right-click in the rename fields. Batch Process can add prefixes, suffixes or counters; Smart Rules can extract dates and tags then rename accordingly (forum thread).
• DEVONthink 4 introduces a "Rename to Chat suggestion" smart rule that uses local large-language models via Ollama; success is mixed (under 50%) and depends heavily on prompt tuning (forum thread). External AI tools may offer better accuracy but cannot update imported items directly.
• Renaming outside of DEVONthink is safe only for indexed items; imported items live inside the database and must be renamed via the Filename column or Batch Process (forum thread). For AI tools, use Finder-based watch folders or a dedicated handoff folder.
• Use the decision table below to pick the right tool based on volume, complexity, and privacy needs.

#How do I rename files in DEVONthink?

DEVONthink allows renaming through several built-in mechanisms. The simplest is to double-click the Filename column and type a new name. For multiple items, use Tools → Batch Process and add a Change Name action with placeholders (e.g., %Creation Date% %Name%); right-click to insert placeholders and select all items to apply numbering (forum thread). Smart Rules can automatically rename when new items are added by combining Scan Name (extract text or dates) with Change Name. Advanced users can call Scripts → Rename (such as Rename using RegEx) or write AppleScript to generate names. DEVONthink 4 also includes a chat-powered smart rule that queries a local model via Ollama to propose filenames (forum thread).

#DEVONthink's native rename options

DEVONthink gives users an impressive set of built-in tools for renaming files. These options operate directly on the database and do not risk breaking links or metadata. The following subsections explain when and how to use each method.

#Manual rename

The most straightforward method is to edit the Filename column in the file list. Select an item, click the Name cell (or press Return), and type the new name. This works for single files and ensures that the internal links remain intact. Since manual renaming is time-consuming, it is best suited to occasional adjustments or when you need absolute control over the final filename. For imported documents, manual renaming is the safest way to ensure that DEVONthink updates its database correctly (forum thread).

#Tools → Batch Process

Batch Process (under Tools in DEVONthink 3 and later) performs operations on multiple selected records. To rename several files:

1. Select the records you want to rename.
2. Choose Tools → Batch Process.
3. Add a Change Name action. Right-click in the Change Name field to insert placeholders (e.g., %Creation Date%, %Name% or %Counter%). You can also type text to add prefixes or suffixes (forum thread).
4. Use the Counter placeholder when numbering items; select all files first so the counter increments across the batch.
5. Preview the new names in the dialog and click Execute to apply.

The Change Name action can completely rewrite filenames using placeholders like Document Date and Name Without Date (forum thread). For example, a pattern such as %Document Date%_%Name Without Date% moves dates to the front. Batch Process is ideal for renaming large sets of items with consistent structures. However, it does not read file contents; it works solely on metadata and the existing name.

#Smart Rules with placeholders

Smart Rules automate actions when certain events occur — such as when items are imported. To rename with Smart Rules, create a rule whose trigger is on import and add the actions Scan Name and Change Name. In the Scan Name action, choose Date or Regular Expression to extract information from the original filename; in Change Name, right-click to insert placeholders such as Document Date, Name Without Date, or Tag (forum thread). Smart Rules run automatically, which makes them perfect for scanning receipts or documents into your Global Inbox and having DEVONthink rename them to 2026-04-22_REWE_27.43EUR or similar. They also work with other actions like filing items into groups or adding tags.

Smart Rules can harness regular expressions to capture complex patterns. The DEVONthink forum notes that the software uses the ICU flavor of regular expressions and that capturing groups are referenced with \1, \2, etc. in the replacement string (forum thread). Combining Scan Name and Change Name with placeholders yields many of the benefits of the Rename using RegEx script without leaving the user interface.

#Scripts → Rename submenu

DEVONthink ships with several AppleScript scripts under the Scripts → Rename menu. Notable options:

• Rename using RegEx — Prompts for a source pattern and destination pattern. It uses regular expressions to match parts of the original filename and reassemble them. Useful for sophisticated renames like swapping positions of dates or identifiers. The DEVONtechnologies team suggests using this script when you are comfortable with regular expressions and need to change numbering schemes (devontechnologies.com). Forum threads confirm it works but stress that you must select the files first and understand the ICU flavor of regex (forum thread).
• Rename with Sortable Date — Inserts a sortable date (YYYY-MM-DD) based on the document's date metadata. The Ojisan Seiuchi blog demonstrates similar AppleScript that prefixes the creation date to each selected item's name. Saving a custom script to ~/Library/Application Scripts/com.devon-technologies.think3/Menu/Rename/ makes it appear in the Rename submenu.
• Replace Text — Asks for text to find and replacement text. It acts as a global version of Finder's Replace Text rename mode but works inside the DEVONthink database.

Because these scripts run within DEVONthink, they preserve metadata integrity and can be customised via AppleScript or JavaScript. Users comfortable with coding can extend them to pull additional metadata (author, tags) and build custom patterns.

#DEVONthink 4 chat smart rule — "Rename to Chat suggestion"

DEVONthink 4 introduces a chat-based rename function that leverages large-language models. After installing Ollama and pulling models like Gemma3 or Mistral with brew services start ollama, point DEVONthink to http://localhost:11434/api/chat/ and enable the AI setting (forum thread). You then create a smart rule with the action Rename to Chat suggestion. The rule sends the document text and a prompt (such as "Summarize this document in a short filename") to the local model; the returned string becomes the new filename. According to user reports, the quality is uneven — good names appear less than half the time — but this method can handle content-aware renaming without external services. It respects your privacy because the data never leaves your machine, though you must adjust prompts to avoid unexpected languages.

#When native DEVONthink rename hits its limits

DEVONthink's tools excel at consistent, metadata-based renaming. They falter when you need to derive names from the actual content of documents (e.g., invoices or receipts where the vendor, date, and amount are buried in the PDF) or when you want to run large batches unattended.

High-volume, content-aware renaming. Batch Process and Smart Rules operate on the existing filename and metadata. They cannot read text inside a scanned PDF; you must first OCR the file and manually extract fields or rely on the chat smart rule. Even then, the chat-based rename is inconsistent and limited to the capacity of the LLM (forum thread).

Privacy concerns. If you are wary of sending sensitive documents to cloud AI services, the chat smart rule with a local model provides an offline option. The accuracy may not meet your expectations, and configuring local models via Ollama requires technical setup.

Complex patterns. Regular expressions can reorder parts of a filename, but they struggle with unpredictable patterns. Pulling a date from a letter like Invoice 20260315_AmazonInvoice.pdf into 2026-03-15_Amazon_Order-…pdf requires that the date always be present. When patterns vary, human review or AI becomes necessary.

These limitations prompt many users to look for external tools that can read and understand documents.

Try NameQuick on your next batch

Use AI-powered presets and pricing that fit batch renaming without rebuilding your workflow.

View PricingSee How It Works

Joinhappy customers

#External AI rename tools that work with DEVONthink

#NameQuick (recommended for AI rename on macOS)

NameQuick is a macOS-native file renamer built specifically for AI rename of scanned PDFs, receipts, and image files. Three things make it the practical choice for this job:

• Reads file content, not just names. OCR + AI extract vendor, date, amount, invoice number, and similar structured fields from PDFs, Word, Excel, and images. DEVONthink's native Batch Process and Smart Rules cannot do this; they only see the existing filename and metadata.
• Templates beat single-shot prompts. Name files via patterns like {date}_{vendor}_{amount}EUR.pdf rather than asking an LLM to "summarize this document in a filename" (the DT4 chat smart rule approach, which forum users report works under 50% of the time). Templates make the output predictable and reviewable.
• Watch Folder + Auto-Organize is one continuous pipeline. Drop a scan into a watched Finder folder and NameQuick reads it, renames it via the assigned template, and moves or tags the renamed file via Auto-Organize Rules. Runs unattended, works with managed AI or BYOK / local models via Ollama for full-offline processing.

NameQuick works on files in the Finder; it cannot directly rename items inside DEVONthink's database. For DEVONthink integration, point it at an indexed inbox (workflow A below) or use a dedicated handoff folder (workflow B below).

#Riffo.ai

Riffo.ai is a Finder-based application that uses AI to interpret PDF and image contents and propose descriptive filenames. It is a single-purpose Finder rename tool — no Watch Folder, no template engine, no Auto-Organize chain — so it works well as an interactive, file-by-file renamer. Drag documents into Riffo, let it read them, and accept or edit the suggested names. The DEVONthink forum notes that renaming in Finder works only for indexed items; if you import files into DEVONthink, the database stores them internally, so Finder changes do not propagate. A user therefore recommends scanning and renaming with Riffo.ai before importing or moving the renamed files into DEVONthink (forum thread). For already imported items, you must export them, rename them, and reimport to avoid broken links.

#Hazel

Hazel is a long-standing rule-based file automation tool. It monitors folders and can rename, move, tag, or run scripts on new files. Hazel cannot read the file's contents; it relies on filename and metadata patterns — for example, add a prefix and move PDFs to a target folder. That makes Hazel complementary to an AI renamer rather than a substitute: NameQuick can extract {date}_{vendor}_{amount} from a scan, and Hazel can then file the renamed PDF into the right archive folder by extension or filename pattern. DEVONtechnologies notes that Hazel can be used alongside DEVONthink: scan to a folder, let Hazel run an Automator or AppleScript to rename and move the files, then import them into DEVONthink (devontechnologies.com). Hazel is ideal for structured filing when patterns are predictable.

#The metadata-sync caveat: indexed items vs imported items

DEVONthink distinguishes between indexed and imported items. Indexed items remain on disk in their original Finder location; DEVONthink simply references them. Imported items are copied into the DEVONthink database bundle. When you rename an indexed file in the Finder (or via an external tool like NameQuick or Riffo.ai), DEVONthink notices the change and updates its metadata on the next sync. By contrast, renaming an imported file outside of DEVONthink breaks the link — the database still points to the original name, which now no longer exists (forum thread). In that case you must rename via the DEVONthink UI (Filename column, Batch Process, or scripts) or export, rename, and reimport. This caveat is the single most important factor in deciding how to integrate external renamers into your workflow.

#Workflow A: Shared Finder folder with NameQuick (recommended)

Use this workflow when DEVONthink indexes a normal Finder folder you already control.

1. Identify the Finder path of your DEVONthink inbox. Control-click the Inbox group in DEVONthink and choose Show in Finder. If the folder opens as a normal Finder folder, your inbox is indexed and this workflow applies.
2. Add that folder to NameQuick as a Watch Folder. In NameQuick, click the + next to Folders and select the path you just located.
3. Choose Smart Rename or assign a template. Select Smart Rename to let NameQuick generate names based on content, or choose a saved template that matches your naming convention (e.g., {date}_{vendor}_{amount}EUR.pdf).
4. Add fresh test files after configuring the Watch Folder. NameQuick treats existing files as a baseline; it will not alter files that were present before you turned Auto on. New files dropped into the folder are detected and processed automatically.
5. Let NameQuick rename in place. The renamed files remain in the shared folder. Because the folder is indexed, DEVONthink reflects the new names on the next sync without broken links (forum thread).

#Workflow B: Dedicated NameQuick handoff folder (workaround)

Use this workflow when DEVONthink's source area is internal (not a normal Finder folder) — for example, scans dropped directly into the Global Inbox.

1. Create a normal Finder folder such as ~/Documents/NameQuick or ~/Desktop/NameQuick Eingang. This will hold documents temporarily.
2. Add the folder to NameQuick as a Watch Folder. As in workflow A, click + next to Folders and select the new directory.
3. Assign Smart Rename or a template. Choose a preset matching your DEVONthink naming scheme, such as {date}_{vendor}_{amount}. Set any rules for auto-organising.
4. Copy documents from the DEVONthink inbox into the handoff folder. Drag files out of DEVONthink's imported inbox via Finder. Because these items were imported, copy rather than move them to avoid breaking links during the rename.
5. Allow NameQuick to rename them. The app reads each file, extracts date/vendor/amount, and applies the template. Verify the output names.
6. Move or import the renamed files back into DEVONthink. Drag the renamed files into DEVONthink, then delete the originals from the inbox once you have confirmed the new versions look correct.

#A short note on Watch Folder behavior

#AppleScript and shell-script alternatives

DEVONthink is scriptable via AppleScript and JavaScript. The DNtp application dictionary exposes properties like name, creation date, tags, and URL. With a few lines of code you can loop through selected records and set their names based on metadata or external criteria:

tell application id "DNtp"
    set theSelection to the selection
    repeat with theRecord in theSelection
        set dtRecordDate to date of theRecord
        set theName to name of theRecord
        -- construct a YYYY-MM-DD prefix
        set strYear to year of dtRecordDate
        set strMonth to text -2 thru -1 of ("0" & (month of dtRecordDate as number))
        set strDay to text -2 thru -1 of ("0" & day of dtRecordDate)
        set strDateStamp to strYear & "-" & strMonth & "-" & strDay
        set name of theRecord to strDateStamp & " " & theName
    end repeat
end tell

The script above, adapted from examples on the Ojisan Seiuchi blog, prefixes each selected item with its creation date. Saving it in ~/Library/Application Scripts/com.devon-technologies.think3/Menu/Rename/ makes it accessible via the Scripts menu. You can modify the script to insert prefixes, suffixes or counters, query Finder tags, or use shell commands to call external tools. Shell scripts are also possible: use mdfind or grep to extract data from text files and then call osascript to set the name property. These solutions stay 100% inside DEVONthink — no metadata-sync risk — but require comfort with scripting.

#Choosing the right method

#FAQ

#Does NameQuick integrate directly with DEVONthink?

No. NameQuick operates in the Finder and uses Watch Folders to rename and organise files. DEVONthink only reflects those changes when items are indexed; imported items remain unchanged and must be renamed via DEVONthink's own tools. You can integrate NameQuick by pointing a watch folder at an indexed DEVONthink inbox (workflow A) or by copying files into a dedicated handoff folder (workflow B) and reimporting the renamed files.

#Will renaming files in Finder break my DEVONthink links?

It depends. If the files are indexed, renaming them in Finder is safe — DEVONthink updates its internal link on the next sync. If they are imported, renaming them outside of DEVONthink breaks the link; the database still looks for the old filename (forum thread). Always check whether your group is indexed (Show in Finder) before using external renamers.

#Can NameQuick read scanned PDFs to extract date and vendor?

Yes. NameQuick uses OCR and AI to parse scanned PDFs, invoices, and receipts. It extracts fields like date, vendor, and amount and assembles them into a filename using a template (e.g., {date}_{vendor}_{amount}EUR). This goes beyond DEVONthink's native Batch Process, which cannot read file content. To maintain privacy, you can use local models via the BYOK option.

#Is the DEVONthink 4 chat smart rule a replacement for NameQuick?

Not yet. DT4 chat sends one prompt per file, accuracy is mixed (forum users report acceptable names less than half of the time, forum thread), and prompt engineering happens per-rule. NameQuick uses structured templates over OCR-extracted fields (vendor, date, amount), runs as a Watch Folder pipeline rather than file-by-file, and supports BYOK cloud models or local Ollama models for full-offline processing. DT4 chat stays inside the DT database; NameQuick works in Finder. Both are valid; for batch reliability and predictable output today, NameQuick is the practical choice.

#Can I run AI rename fully offline?

Yes — if you use local models. Both DEVONthink 4's chat smart rule and NameQuick's BYOK option can connect to Ollama running models like Gemma3 or Mistral on your Mac. This ensures that no document data leaves your machine. For cloud-based AI, check each provider's privacy policy and decide whether the convenience outweighs the risk.

#Final thought

Choosing the right renaming strategy depends on your volume, pattern complexity, and privacy expectations. For occasional changes or imported items, DEVONthink's manual and Batch Process methods are safe and straightforward. Smart Rules and scripts add automation and pattern matching without leaving the database. For AI rename of scanned PDFs and receipts at any volume, NameQuick is the practical choice on macOS today — content-aware, template-driven, runs unattended via Watch Folders, and respects privacy via BYOK or local Ollama models. Just keep NameQuick pointed at indexed Finder folders or use the handoff workflow above so DEVONthink's metadata stays in sync.