Naming presets

Naming presets are saved naming setups: define one once and NameQuick applies it to every similar file.

There are two kinds, and both produce structured, consistent names:

• Filename formats: build the name visually from fields like "Invoice Date" or "Vendor Name". Precise and predictable.
• Written instructions: describe the naming in plain language, like "name this with the date and topic". Flexible when you'd rather describe than build.

Need a quick one-off? Smart Rename names files with zero setup. Rename Modes decide whether names apply instantly or wait for your review.

Filename formats#

Filename formats give you precise, visual control over the naming. You define what to extract, and NameQuick builds filenames that always follow your format.

Extraction Fields#

Fields are the heart of a filename format. You write them in plain English, and the AI uses your field names as extraction instructions.

Good field names are specific:

Give hints when helpful:

• "Invoice number (usually starts with INV-)"
• "Date the document was signed"
• "Total including tax, formatted as currency"

The more specific your field names, the better the extraction. The AI reads them as instructions for what to find.

The format builder#

A filename format uses a visual builder with drag-and-drop pills. Drag to reorder the parts, and click a separator to change it.

Three pill types:

Written instructions#

Written instructions let you describe the naming in plain language. Instead of building a format from fields, you tell NameQuick what the result should contain. They work well when you would rather describe the result than assemble it field by field.

Creating a naming preset with written instructions:

1. Open the sidebar and go to Naming Presets
2. Click New and choose Written Instructions
3. Write the naming instructions in your own words
4. Preview on sample files, then save

Your instructions can be as short or detailed as you need. One naming preset can define different formats per document type, formatting rules, and edge-case handling. The AI reads the full instructions and applies the matching rules to each file.

A more detailed example. These invoice instructions set a naming format, per-document-type rules, and edge cases:

For filename values that are not printed on the document, like ISO week codes or customer codes, see Teach the AI your naming convention.

Text Cleanup#

Text cleanups modify extracted values after AI extraction but before the filename is assembled. You write them in natural language.

Field-specific cleanups apply to individual values (e.g. "Format invoice date as YYYY-MM-DD"). Global cleanups apply to the assembled filename (e.g. "Replace all spaces with hyphens"). Field cleanups run first, then the pattern assembles, then global cleanups run on the result.

Testing and Iterating#

Before applying a filename format to real files, test it:

1. Open your naming preset in the editor
2. Drop a sample file into the test area
3. AI extraction runs in preview mode (no renames consumed)
4. See the result: Original filename → Generated filename

Use the test area to check whether your preset produces the filenames you expect. If a field extracts the wrong value or the format is off, adjust field names to be more specific, add text cleanups for formatting, or try different sample files. Iterate until the output matches what you need.

Reference#

System Placeholders#

System placeholders insert metadata that does not need AI extraction:

Date formatting:

Customize date format with a colon:

{date:yyyy-MM-dd}      → 2024-03-15
{date:MM-dd-yyyy}      → 03-15-2024
{date:yyyyMMdd}        → 20240315
{datetime:yyyy-MM-dd_HH-mm}  → 2024-03-15_14-30

Separators#

Each gap between pills can have its own separator (underscore _, hyphen -, period ., space, double underscore __, double hyphen --, no separator, or a custom string). You can also customize how multi-word values appear within each field by clicking the separator indicator on a teal user field pill.

Example: If AI extracts "Acme Corporation":

Advanced Features#

Field Conditions let you extract a field only when a condition is true. For example, only add a "PRIORITY" prefix when the invoice amount exceeds $10,000. If the condition is false, the field is skipped.

Fallback Chains define multiple extraction attempts when extraction might fail. For example: first try "Extract company name from letterhead", then "from signature block", then "any company name mentioned". The first successful extraction wins. If all fail, a default value is used.

Computed Fields derive values from other fields without additional AI calls. For example, concatenate first_name and last_name into a Full Name field.

Filename format rules#

Filename format rules apply logic during filename generation. They are different from file organization Rules: filename format rules modify the name, not the file location. Each rule has a condition, an action, and a point at which it runs.

Example: Priority Invoice Prefix

Add "PRIORITY-" to invoices over $10,000:

• Condition: invoice_amount is greater than 10000
• Action: Add prefix "PRIORITY-"

Result: PRIORITY-2024-03-15_Amazon_INV-4711.pdf

Example: Skip Field When Empty

Don't include purchase order number if it doesn't exist:

• Condition: po_number is empty
• Action: Skip field

Use filename format rules for naming logic. Use Document Rules for file organization.

Automation#

FAQ#

Can I switch from written instructions to a filename format? Not automatically, but you can use written instructions to learn what structure works for your files, then create a filename format with those fields.

What if the AI can't extract a field? If a required field is missing, the rename is blocked to prevent incomplete filenames. Use fallback chains or mark fields as optional to handle edge cases.

Do text cleanups use AI? Text cleanups are sent as instructions to the AI alongside extraction. They're processed in the same API call, not separately.

Can I use both AI fields and system placeholders? Yes. Mix them freely: {Vendor Name}_{date}_{Invoice Number}