Client file examples
Rename and organize client project files on Mac
Turn messy client folders into consistent, searchable filenames using OCR, content-aware renaming, templates, custom prompts, preview, undo, Watch Folders, Auto-Organize rules, and Finder tags.
Use this workflow for proposals, SOWs, contracts, reports, screenshots, Word docs, Excel sheets, exports, images, and video assets. NameQuick organizes local files; it does not replace your CRM, DMS, project management tool, or client source of truth.
For example, Final_v3.pdf can become Northstar-Books_Website-Refresh_SOW_2026-04-18_v3.pdf.
What arrives in a client folder
Signed PDFs, proposals, and SOWs saved from email or e-signature tools, often named Final_v3.pdf or signed agreement.pdf.
Decks, reports, and spreadsheet exports from different tools, named final deck v2.pdf or export (12).xlsx.
Screenshots, product shots, design images, and video cuts named Screenshot 2026-05-09 at 14.22.10.png or render_final_final.mp4.
CSV and analytics exports, call summaries, and admin memos saved as Word docs named client notes.docx.
Start with the client file template
Lead with a template, not a one-off prompt. A template fixes the field order so every file is named the same way. Go to Presets > New Preset > Template and use this spec.
Fields - Client - Project - Document or asset type - Date or period - Status or version Pattern {client}_{project}_{type}_{date_or_period}_{status_or_version} Field rules - Use the client name when it is visible in the document, filename, or folder context. - Use the project, campaign, retainer, or workstream name when it is clear. - Use a type such as Proposal, SOW, Report, Screenshot, CSV-Export, or Video-Ad. - Use exact dates as YYYY-MM-DD, or a period as YYYY-MM or YYYY-Q#. - Use Draft, Signed, Approved, or v1/v2/v3 only when the file supports it. If a field is unclear, use Needs-Review and do not guess. Do not include - private identifiers, client addresses, or phone numbers - account, payment, or invoice numbers - confidential notes or unreleased commercial terms
Template variants
Pick the variant that matches how you sort these files. Each keeps the same structured pattern.
Use for client-facing work such as decks, reports, mockups, video cuts, strategy docs, and creative outputs.
- •Use short deliverable types such as Strategy-Deck, Monthly-Report, or Design-Mockup
- •Keep Draft, Final, Approved, or v1/v2/v3 visible when review status matters
- •Avoid confidential details in filenames unless your team already permits them
Fields NameQuick reads from client and project files
For client folders, the most useful fields are usually the client, project, file type, date, status, version, period, or asset context.
Client and project names should not be guessed. If NameQuick cannot identify a field reliably, keep the file in an inbox or add Needs-Review until a person checks it.
| Field | Useful for | Example |
|---|---|---|
| Client | Grouping work by client in Finder, Spotlight, and Auto-Organize rules | Northstar-Books |
| Project | Separating retainers, campaigns, audits, launches, matters, or workstreams | Website-Refresh |
| Document type | Understanding the file without opening it | SOW, Proposal, Contract, Report |
| Date | Sorting chronologically and avoiding vague names like final | 2026-04-18 |
| Status or version | Tracking draft, signed, approved, final, revised, or numbered versions | Draft, Signed, Approved, v3 |
| Deliverable type | Separating client-facing work from supporting material | Strategy-Deck, Monthly-Report, Video-Ad |
| Source channel | Capturing where the file came from when that helps triage | Email, Slack, Client-Portal, Zoom |
| Asset type | Organizing screenshots, images, videos, audio, design files, and exports | Screenshot, Hero-Image, CSV-Export |
| Period | Monthly, quarterly, annual, or campaign reporting | 2026-05, 2026-Q2, FY2026 |
| Owner or department | Shared client folders where team ownership matters | Finance, Legal, Creative, Ops |
Keep sensitive data out of filenames
These details should never appear in a filename. The template and prompt exclude them by default.
- private identifiers, client addresses, or phone numbers
- account, payment, or invoice numbers
- confidential notes or unreleased commercial terms
- guessed client, project, or status values (use Needs-Review instead)
A practical workflow
Start with one messy client or project folder
Choose a real Finder folder such as Downloads, Desktop, Client Inbox, or a shared project folder. Include a representative mix of PDFs, Word docs, Excel sheets, screenshots, exports, and assets.
Scan files with OCR and content-aware renaming
Use NameQuick to read existing filenames and available file content. For scanned PDFs, screenshots, and image-based documents, OCR can help identify the client, project, date, and document type.
Pick the fields you want to standardize
For most client work, start with client, project, document type, date, and status or version. Add period, source, owner, or asset type only when they help you find files faster.
Choose or create a naming template
Apply a template that matches the folder. Use a deliverables template for client-facing work, a contracts template for SOWs and agreements, and a report/export template for spreadsheets and recurring exports.
Use a custom prompt for mixed folders
Paste a prompt that tells NameQuick how to handle PDFs, contracts, screenshots, spreadsheets, design assets, meeting notes, and uncertain files. Use a Needs-Review fallback instead of guessing.
Preview every suggested rename before applying
Review the before/after list in NameQuick. Check client names, project names, dates, document types, version labels, and anything marked Needs-Review before changing local files.
Apply the batch rename, then undo if needed
Apply approved names in batches. If a batch does not look right, use undo, adjust the template or prompt, and run the preview again.
Turn the setup into a repeatable folder workflow
Create Watch Folders and Auto-Organize rules for recurring client folders, Downloads, scanner folders, or export folders. Route files by client, project, type, status, or period and add Finder tags for quick filtering.
Optional: a quick custom prompt
If you prefer a freeform prompt over a template, paste this into Presets > New Preset > Custom Prompt. The template is still the more consistent starting point.
Rename each file for a client/project folder based on the visible file contents, OCR text, metadata, and existing filename. The folder may contain PDFs, scanned PDFs, Word documents, Excel sheets, CSV exports, screenshots, images, video assets, contracts, proposals, SOWs, reports, meeting notes, and admin documents. Preferred format: {client}_{project}_{documentType-or-assetType}_{date-or-period}_{status-or-version} Extraction rules: - Use the client name when it is visible in the document, filename, folder context, or repeated file content. - Use the project, campaign, matter, retainer, workstream, or deliverable name when clear. - Use document types such as Proposal, SOW, Contract, Report, Meeting-Notes, Design-Mockup, Screenshot, CSV-Export, Video-Ad, Invoice-Support, or Client-Approval. - Use exact dates as YYYY-MM-DD. - Use periods as YYYY-MM or YYYY-Q# for monthly or quarterly reports. - Use Draft, Signed, Approved, Final, Needs-Review, or v1/v2/v3 only when supported by the document or existing filename. - For screenshots and images, use visible UI, subject, asset type, or context, but keep the name concise. - For videos, include duration or placement only if it is obvious and useful, such as 15s, 30s, Demo, Walkthrough, or Social-Ad. Safety rules: - Do not guess missing client, project, or status fields. - If the file is important but unclear, add Needs-Review instead of inventing details. - Do not include private identifiers, full addresses, phone numbers, account numbers, payment details, or confidential notes in the filename. - Use hyphens inside field values and underscores between major fields. - Remove unsafe macOS filename characters: / \ : * ? " < > | and line breaks. - Keep the filename readable and under 140 characters when possible. - Preserve the original file extension. Examples: Final_v3.pdf -> Northstar-Books_Website-Refresh_SOW_2026-04-18_v3.pdf client notes.docx -> Harbor-Studio_Q2-Retainer_Meeting-Notes_2026-05-07.docx export (12).xlsx -> Blue-Ledger_Monthly-Close_AP-Export_2026-05.xlsx Screenshot 2026-05-09 at 14.22.10.png -> Cedar-Labs_App-Redesign_Screenshot_Checkout-Error_2026-05-09.png render_final_final.mp4 -> Brightline-Co_Product-Launch_Video-Ad_30s_v4.mp4 Return only the filename, with no explanation.
Rename first, then route
Once names are stable, rules can move and tag files. Keep the first rules narrow and send unreadable files to review.
Files arrive in a client inbox
New files land in Downloads, Desktop, a scanner folder, a shared client folder, or a project inbox.
NameQuick suggests client/project names
The selected template or prompt extracts client, project, type, date, status, version, period, or asset context.
You preview the batch
Review the suggested names, especially anything marked Needs-Review or any legal, financial, or client-facing deliverable.
Rules route renamed files
Post-rename rules move files into client/project folders and add Finder tags for type, status, or workstream.
Finder stays readable
Client folders become easier to scan, search, share, archive, and hand off without turning Finder into a CRM.
| Rule | Trigger or condition | Action | Example |
|---|---|---|---|
| Client root routing | After rename, filename begins with a known client | Move to Clients/{client}/ | Northstar-Books_* -> Clients/Northstar-Books/ |
| Project routing | After rename, filename contains a project or workstream | Move to Clients/{client}/{project}/ | Cedar-Labs_App-Redesign_* -> Clients/Cedar-Labs/App-Redesign/ |
| Signed documents | Filename contains _Signed or document status is signed | Move to Legal/Signed/ and add Finder tag Signed | SOW_2026-04-18_Signed.pdf |
| Needs review | Filename contains Needs-Review | Keep in Inbox and add Finder tag Needs Review | Needs-Review_export.csv |
| Reports and exports | Filename contains Report, Export, CSV-Export, or a period such as 2026-Q2 | Move to Reports/{period}/ and add Finder tag Report | Blue-Ledger_Retail-Audit_Financial-Review_2026-Q2.xlsx |
| Creative assets | File type is image or video and filename contains asset type | Move to Assets/{assetType}/ and tag Creative | Brightline-Co_Product-Launch_Video-Ad_15s_v5.mp4 |
| Client approvals | Filename contains Approval, Approved, or Client-Approval | Move to Approvals/ and tag Approved | Harbor-Studio_Q2-Retainer_Client-Approval_2026-05-14.pdf |
Example Finder folder structures
Organize by client, then project
Use this when client and project context are the most important ways to retrieve files later.
Naming emphasis: {client}_{project}_{documentType}_{date}_{statusVersion}
NameQuick organizes files. It is not your client source of truth.
NameQuick creates readable, consistent filenames for local Mac files, and makes client work easier to find, review, archive, and hand off. Route uncertain, client-facing, legal, financial, or confidential files to review instead of burying them in an archive, and keep your CRM, project management tool, DMS, or client portal as the source of truth for decisions and approvals. For these files it does not:
- Replace a CRM or project management system
- Decide which client document is legally or commercially final
- Approve contracts, SOWs, invoices, or deliverables
- Replace a DMS for retention, permissions, audit trails, or collaboration
- Guarantee that OCR captured every important detail correctly
- Replace human review for client-facing, legal, financial, or confidential files
Common questions
How do I organize client files on Mac without a DMS?
Use a predictable Finder folder structure and rename files with client, project, document type, date, and status. NameQuick helps by reading file contents, previewing suggested names, and applying batch renames before rules move or tag files.
Can NameQuick rename client PDFs based on content?
Yes. NameQuick can inspect PDF text and OCR scanned PDFs to suggest names based on client, project, document type, date, status, and other visible context. Preview results before applying them to important files.
Can it handle Word, Excel, screenshots, images, and videos?
Yes. The workflow can cover mixed client folders with Word docs, Excel sheets, CSV exports, screenshots, images, and videos. The useful fields depend on what is visible in the file, metadata, or filename.
Does NameQuick replace a CRM or project management tool?
No. NameQuick organizes local files in Finder. Keep your CRM, project management tool, DMS, or client portal as the source of truth for client relationships, tasks, decisions, and approvals.
What should I do when NameQuick is not sure about a client or project?
Use a Needs-Review fallback instead of guessing. Keep uncertain files in an inbox, preview the result, and only route them automatically once the naming pattern is reliable.
Is this safe for confidential client files?
Use conservative filename patterns, avoid sensitive identifiers, preview before applying changes, and choose AI settings that match your privacy requirements. NameQuick helps with organization, but you remain responsible for confidential client handling.
Make one messy client folder readable
Rename 50 client files free. NameQuick reads each PDF, doc, export, screenshot, image, and video, and previews every name before it is applied.