Legal document examples
Rename and organize contracts and legal documents on Mac and Windows
Turn vague legal/admin filenames into consistent, searchable names with content-aware renaming, Presets, review before applying, Undo in History, conservative fallbacks, and Rules for watched folders.
Use this workflow for contracts, NDAs, SOWs, leases, signed PDFs, legal letters, matter files, policy documents, and admin records. NameQuick organizes local files; it does not replace legal review, contract management, counsel, or your source of truth.
For example, contract_final_v3.pdf can become 2026-01-15_NDA_Northstar-Books_Acorn-Agency_Signed-Copy.pdf.
What arrives in a legal or admin folder
Executed agreements and signed PDF copies saved from email or e-signature tools, often named contract_final_v3.pdf or Document(1).pdf.
Working Word documents and revised versions where the real version and status are buried in names like Final_v4.docx.
Paper contracts, leases, and notices run through a scanner to PDF, often named scan_0042.pdf, where the AI has to read the page image.
Letters, notices, and data requests saved from a portal or email, usually named letter.pdf or notice.pdf.
Policies, board resolutions, and insurance records kept as corporate or admin documents.
Start with a conservative legal filename format
Start with a filename format when every file should follow the same field order. Go to Presets > New Preset > Filename template, then build the parts of this spec with Add part.
Fields - Document date - Document type - Parties or matter - Status Pattern {date}_{document_type}_{parties_or_matter}_{status} Field rules - Use a visible effective, signing, issue, or document date, formatted as YYYY-MM-DD. - Use a document type such as NDA, SOW, Lease-Agreement, Legal-Letter, Policy, Notice, or Resolution. - Use the parties, matter, project, or property only when they are clearly visible. - Use a status such as Draft, Signed-Copy, Approved, Superseded, or Needs-Review only when the document supports it. - If a field is unclear, set If not found to Use text with Needs-Review, or choose Skip file. Do not guess. Do not include - legal conclusions about validity, enforceability, or execution - confidential clause text or private legal notes - full account, policy, or matter numbers - personal identifiers, addresses, or phone numbers
Filename format variants
Pick the variant that matches how you sort these files. Each keeps the same structured pattern.
For NDAs, MSAs, SOWs, service agreements, and signed contract copies.
- •Prefer Signed-Copy, Draft, Superseded, or Needs-Review over vague words like final.
- •Do not infer a signing date from a file modified date.
- •Use Needs-Review when parties or status are unclear.
What NameQuick can read inside contracts and legal documents
Legal filenames should be boring, factual, and reviewable. The useful fields are usually the document type, parties, date, matter, property, status, and version.
If a party, effective date, signing date, status, matter, or property is unclear, set that part's If not found to Skip file (the file then waits for your review) or to Use text with your own marker such as Needs-Review, instead of turning the guess into a confident filename.
| Field | Useful for | Example |
|---|---|---|
| Document type | Understanding the file without opening it | NDA, SOW, Lease, Policy, Legal-Letter |
| Parties | Finding agreements by counterparty or signer | Northstar-Books_Acorn-Agency |
| Effective date | Sorting agreements by the date obligations start | 2026-01-15 |
| Signing date | Separating drafts from signed copies | Signed-2026-04-18 |
| Matter or project | Connecting legal/admin files to a client, matter, property, or workstream | Website-Refresh |
| Property or asset | Leases, real estate, IP, equipment, or insurance records | 123-Main-St |
| Status | Filtering drafts, signed copies, approved, superseded, or needs-review files when the document supports that label | Signed-Copy, Draft, Needs-Review |
| Version | Avoiding ambiguous names such as final or final-final | v3 |
| Jurisdiction | Legal/admin folders where country or state matters | DE, CA, NY |
| Archive year or source-of-truth retention label | Grouping files when the year or retention label is already clear from the document or your legal/source system | FY2026 |
Keep sensitive data out of filenames
These details should never appear in a filename. The filename format and written instructions on this page tell the AI to leave them out.
- legal conclusions about validity, enforceability, or execution
- confidential clause text or private legal notes
- full account, policy, or matter numbers
- personal identifiers, home addresses, or phone numbers
- signature images, stamps, or notarization marks
A practical workflow
Start with one copied legal/admin folder
Use a copy of a folder first. Include a realistic mix of PDFs, scanned PDFs, Word docs, signed copies, letters, policies, and records.
Extract only fields that are visible
Have NameQuick use the filename, PDF text, and visible content (for scans, the AI reads the page image). Do not infer parties, status, or dates that are not actually present.
Choose a conservative filename pattern
Start with document type, parties, date, matter or property, and status. Keep sensitive notes out of filenames unless the folder is private and controlled.
Preview every suggested filename
Legal and admin files are high-value. Review suggested names before applying them, especially for scans, old contracts, ambiguous dates, and unsigned drafts.
Hold uncertain files for review
If the AI cannot identify a party, matter, date, or status reliably, hold the file for review (a watched folder set to Review first, or Skip file under If not found in the Preset) instead of silently filing it.
Use rules only after names are stable
Once filenames are predictable, use Rules under After a file is renamed in a watched folder: they test words in the finished name (such as Lease or Signed-Copy) and move or tag the file. Finder tags exist only on Mac.
Optional: use written instructions
If free-form instructions suit this folder better, paste these into Presets > New Preset > Written instructions. A filename format remains the more consistent starting point when every file should follow the same structure.
Rename legal and admin documents. For each file, use the filename, PDF text, and visible document content. Extract only fields that are visible or strongly supported. Preferred filename pattern: {date}_{document_type}_{parties_or_matter}_{status} Rules: - Use ISO dates only when a clear effective date, signing date, issue date, or document date is visible. - Prefer document types such as NDA, SOW, Lease-Agreement, Legal-Letter, Policy, Notice, Amendment, Resolution, Insurance-Letter, or Needs-Review. - Include parties, matter, project, property, or asset only when clearly visible and appropriate for the folder. - Use status values such as Draft, Signed-Copy, Approved, Superseded, or Needs-Review only when the document clearly supports them. - Do not decide that a contract is expired, enforceable, approved, valid, final, or legally executed unless the document explicitly says so. - If an expiration date is visible, prefer Expiration-Date-YYYY-MM-DD over deciding that the file is Expired. - If a field is unclear, do not guess. Use Needs-Review and keep the filename shorter. - Do not add legal conclusions, confidential notes, private identifiers, full account numbers, or assumptions to the filename. - Remove characters that are not allowed in Mac or Windows filenames: / \ : * ? " < > | and line breaks. - Preserve the original file extension. Examples: contract_final_v3.pdf -> 2026-01-15_NDA_Northstar-Books_Acorn-Agency_Signed-Copy.pdf scan_0042.pdf -> 2026-03-01_Lease-Agreement_123-Main-St_Needs-Review.pdf letter.pdf -> 2026-05-07_Blue-Ledger_Data-Request_Legal-Letter_Needs-Review.pdf Return only the filename, with no explanation.
Rename first, then route
Once names are stable, Rules can move and tag files. Rules act only in watched folders and test words in the finished filename, not the content. Keep the first Rules narrow and start the folder on Review first.
Rename with a legal/admin filename format
Create names from visible content such as agreement type, parties, dates, matter, property, status, and version.
Tag review state (Mac)
On Mac, use the Rule action Set tags with Finder tags such as Signed, Draft, Needs-Review, Superseded, Legal, or Admin once the filename is clear.
Route only reliable matches
Move clear files into Contracts, Leases, Matters, Policies, or Admin folders. Keep uncertain files in Review.
| Rule | Trigger or condition | Action | Example |
|---|---|---|---|
| Signed copies | Name contains Signed-Copy | Move the file into the folder Contracts/Signed | 2026-01-15_NDA_Northstar-Books_Acorn-Agency_Signed-Copy.pdf |
| Needs review | Name contains Needs-Review (your own marker from the Preset) | Move the file into the folder Legal/Needs-Review; on Mac, also use Set tags | 2026-05-07_Blue-Ledger_Data-Request_Legal-Letter_Needs-Review.pdf |
| Lease files | Name contains Lease | Move the file into the folder Properties/123-Main-St/Leases (one Rule per property, also matching name contains 123-Main-St) | 2026-03-01_Lease-Agreement_123-Main-St_Renewal-Notice.pdf |
| Policies and resolutions | Name contains Policy, Resolution | Move the file into the folder Corporate Records | 2026-02-24_Board-Resolution_Cedar-Labs_Equity-Plan_Approved.pdf |
Example folder structures (Finder or File Explorer)
Contracts by status and year
Use this when the document type and status are reliable.
Naming emphasis: {date}_{agreement_type}_{party_a}-{party_b}_{status}
NameQuick organizes files. It is not your legal source of truth.
NameQuick creates readable, consistent filenames for local files on Mac and Windows, and makes legal and admin folders easier to search, review, archive, and hand off. Use filenames to identify files, not to encode legal conclusions, and move uncertain contracts, scans, and letters into a Needs-Review folder of your own so vague files stay visible instead of buried. Keep your counsel, CLM, DMS, or matter system as the source of truth. For these files it does not:
- provide legal advice or judge legal risk
- approve, sign, negotiate, or execute contracts
- verify signature validity, e-signature status, or legal execution
- replace a contract lifecycle management system
- replace your DMS, matter management system, CRM, or client portal
- decide retention periods or compliance rules for you
- guarantee that the AI reads low-quality scans correctly
Common questions
Can NameQuick rename contracts based on their contents?
Yes. NameQuick can use PDF text and visible document content (for scanned PDFs, the AI reads the page image) to suggest filenames based on document type, parties, dates, matter, property, status, and version. Preview results before applying them to important legal/admin files.
Can NameQuick identify signed status, effective dates, and parties?
NameQuick can use visible text and the page image to identify signed status, dates, and parties when they are clear in the document. It should not guess, verify signature validity, or decide legal effect. Use Needs-Review when status, parties, dates, or execution details are ambiguous.
How should I handle confidential legal documents?
Use conservative filename patterns, avoid sensitive notes or identifiers in filenames, review every batch, and choose AI settings that match your privacy requirements, such as a local model with Self-Managed. NameQuick helps organize local files; you remain responsible for confidentiality, access control, legal handling, and source-of-truth decisions.
Does NameQuick replace legal review or contract management?
No. NameQuick is a local file organization tool. Keep counsel, contract management, matter management, DMS, or client systems as the source of truth for legal decisions, approvals, obligations, and retention.
What should happen when the AI cannot read a document reliably?
Hold the file for review (Review first in the watched folder, or Skip file in the Preset) or mark it with Needs-Review in the name instead of applying a confident legal/admin name. This is especially important for scanned contracts, old leases, and low-quality PDFs.
Make one legal/admin folder easier to review
Rename contracts, scans, SOWs, leases, policies, and legal letters from visible file content. Review every name before applying. Start with 30 free renames.