Smart Rename

Smart Rename reads your files like you do and generates descriptive filenames automatically. Instead of IMG_4532.jpg, you get golden-gate-bridge-sunset.jpg. Instead of scan001.pdf, you get 2024-03-15-amazon-invoice-156.99.pdf.

Smart Rename is the fastest way to start: drop a folder and get AI-proposed names in one click, with no setup. When the same kind of file should always be named the same way, save those fields as a Preset, the naming scheme you define once and NameQuick fills in for every file.

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How It Works#

Smart Rename analyzes your files and generates names based on what it finds.

Content Analysis#

NameQuick reads the actual content of your files, not just the filename or metadata.

For documents:

• Reads the full text
• Recognizes document structure (headers, letterheads, signatures)
• Identifies key details: dates, amounts, reference numbers, parties
• Understands purpose: invoice, receipt, contract, memo

For images:

• Recognizes landmarks, locations, and scenes
• Identifies brands, products, and logos
• Detects activities, events, and subjects
• Recognizes public figures (cannot identify private individuals)

For spreadsheets:

• Reads column headers and data patterns
• Identifies categories and date ranges
• Understands the dataset's purpose

For audio/video:

• Uses transcription when available
• Falls back to file metadata otherwise

Name Generation#

Based on what it finds, NameQuick generates a clear, searchable filename. Dates, subjects, amounts, and document types are combined into a name that helps you find the file later.

The AI picks what's most relevant, so you don't have to specify what to extract.

Optional: Metadata Generation#

Smart Rename can also generate Finder metadata alongside the filename:

• Finder Tags: AI-suggested tags for organization
• Finder Comments: Searchable descriptions in the Get Info panel

Enable this in Settings → Processing.

Note: NameQuick cannot set Finder color labels, file creation/modification dates, or EXIF metadata.

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Using Smart Rename#

Select and Process#

1. Add a folder in the sidebar (click + next to Folders)
2. Select the files you want to rename
3. Choose the Smart Rename mode
4. Press Play to generate names

Quick Access#

• Keyboard shortcut: Press ⌘⌥S from anywhere in Finder to rename selected files
• Drag & drop: Drop files directly into the NameQuick window

Choose How Manual Renames Apply#

For manual runs, choose the behavior before you start the next batch:

• Rename automatically: NameQuick applies the new names as soon as AI analysis is done.
• Review before renaming: NameQuick stops at proposed names first, so you can approve, edit, reject, retry, or apply selected suggestions.

Open the main toolbar More menu and use Manual renames to switch between the two modes. You can also set the default under Settings → Processing → Manual renames.

This setting controls renames you start yourself from the file list, drag and drop, Quick Process, or the Finder shortcut. Watch Folders still rename automatically when Watch is on.

You can always undo applied renames from History.

For a full comparison of both modes and when to use each, see Rename Modes.

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Customize Output Names#

Add a consistent prefix or suffix around the AI-generated name, set globally in Settings → Output or per-folder by right-clicking a watch folder.

• Prefix: text before the name (e.g. project-)
• Suffix: text after the name (e.g. -final)

Prefixes and suffixes can include dynamic placeholders such as {date}, {counter}, or {parent}, and you can pick a date format (ISO, European, or a custom {date:format}) in the same settings. See System Placeholders for the full list.

Example: prefix 2024-receipts- with AI output amazon-order produces 2024-receipts-amazon-order.pdf.

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AI Providers#

NameQuick offers two ways to access AI:

Managed (Renames)#

Use our hosted AI with no setup required. Purchase renames and start immediately, no API keys needed.

Self-managed (own API key or local model)#

Use your own API key from OpenAI, Anthropic (Claude), Google (Gemini), or OpenRouter. See the API key setup guide. Keys are stored securely in your macOS Keychain. For fully local processing, connect Ollama, LM Studio, or MLX so the AI model runs on your Mac. See Run NameQuick Fully Local.

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Smart Rename vs Presets#

Both use AI, but they solve different problems:

When to Use Smart Rename#

• You want descriptive filenames without defining a structure
• Cleaning up messy filenames quickly

When to Use Presets#

• Processing many similar documents (invoices, receipts, contracts)
• Need consistent naming across files
• Want specific fields in a specific order
• Building automated workflows

Tip: Start with Smart Rename to see what the AI extracts. If you find yourself wanting the same fields every time, create a Preset with those fields defined.

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Automate with Watch Folders#

Want Smart Rename to run automatically when files appear in a folder?

1. Add a Watch Folder in the sidebar
2. Toggle Auto on
3. Select Smart Rename as the processing mode

New files are processed automatically as they arrive. Combine with Rules to also organize files after renaming.