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:

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 templates#

Filename templates give you precise, visual control over the naming. You define which details make up the name, and NameQuick builds filenames that follow your template.

To create one, open Presets›New Preset and choose Filename template.

Fields#

Fields are the details NameQuick finds in each file. Add one with Add part›New field… and give it a plain-English name. The AI uses your field names as extraction instructions.

Good field names are specific:

Give hints when helpful. Select a part and use Add instructions for this part:

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

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

Building the name#

The name is built left to right. Drag parts to reorder them, and click a separator to change it.

Two kinds of parts:

• New field…: found in each file. You describe what to look for.
• Fixed text…: typed once and the same in every name, like Invoice.

If not found#

Each field has an If not found choice for files where the AI cannot find the value:

The AI can also miss that a value is absent, so check the results for important files.

Written instructions#

Written instructions let you describe the naming in plain language. Instead of building a template 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 New Preset

   Presets›New Preset

2. Choose Written instructions

3. Write the naming instructions in your own words

   Valid edits save automatically.

4. Test on sample files

   See Testing and Iterating.

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. To avoid guessed values, tell it what to write when a detail is missing, for example MISSING.

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#

Cleanups tell the AI how a value or the finished name should look. You write them in plain words, and the AI reads them on every rename.

Open Cleanup in a filename template and apply an instruction to one field (e.g. "Format the date as YYYY-MM-DD") or to the Whole name (e.g. "Replace all spaces with hyphens"). Because the AI interprets these instructions, they are not fixed find-and-replace rules with a guaranteed result. Test them on real files.

Testing and Iterating#

Before using a preset on real files, test it:

1. Open your preset in Presets

2. Choose a sample file

   Test this Preset›Choose a sample file…

3. Click Test Preset

   The preview proposes a name without renaming the sample or adding it to your library.

4. Compare the result with the document

Testing uses no NameQuick renames. With a Self-Managed cloud provider, your provider may still charge for the request. After you edit the preset, run the test again, and try several representative files, including ones with missing details. If a field extracts the wrong value, make its name or instructions more specific, add a cleanup, or change its If not found choice.

Reference#

Dates, file info, and counters#

Filename templates have no built-in system placeholders such as {date}, {counter} or {original}, and no computed or conditional fields. Every part is either a field the AI fills from the file or fixed text you type.

For a date in the name, add a field that says which date you mean, like "Invoice date" or "Date taken". The AI reads it from the file. Date tokens such as {year} exist only in the destination paths of Rules, where they mean the time of processing, not a date from the document.

Separators#

Click a separator to change the gap between two parts: Default, Dash, Hyphen, Underscore, Dot, Space or None. Use for all gaps applies the choice to every gap. Custom… accepts punctuation or spaces only, up to 8 characters, and never characters a file name cannot contain (/ \ : * ? " < > |).

To change how multi-word values appear within a field, for example Acme Corporation → Acme-Corporation, add a cleanup to that field.

Automation#

FAQ#