Teach the AI your naming convention

Use this guide when your file names contain values that aren't printed on the document, such as week numbers, internal abbreviations, customer codes, project phases or codes worked out from a date.

The AI reads what the document shows. It doesn't know your team's conventions. A code like 2526 may mean "ISO week 25 of 2026" to your team, but unless your written instructions say so, the AI only sees a four-digit number. It can't tell whether 2526 is a week code, a job number, a batch code or a document reference.

So don't only show the format of the file name. Explain the rule behind it.

Give the rule, not only the format#

A few examples help the AI apply the rule. For 2026:

Example written instructions#

Open Presets›New Preset, choose Written instructions and paste the text below. Changes save automatically.

Rename weekly work orders using ISO week, work order number, customer name, and work order date.

Return the filename exactly like this:
[ISO week + two-digit year]_[work order number]-[customer name]-[work order date]

Extract:
- Work order date: use the field labeled DATE or the clearest job/work date.
- Work order number: use the prominent work order, job, ticket, or reference number near the top.
- Customer name: use the customer, client, or company field.

Rules:
- Use the work order date for both the final date and the week prefix.
- Format the work order date as YYYY-MM-DD.
- The prefix is WWYY, where WW is the ISO 8601 calendar week and YY is the last two digits of the work order date year.
- ISO weeks start on Monday. Week 01 is the week that contains the first Thursday of the calendar year.
- For 2026, use these anchors:
- 2026-06-01 to 2026-06-07 = 2326
- 2026-06-08 to 2026-06-14 = 2426
- 2026-06-15 to 2026-06-21 = 2526
- 2026-06-22 to 2026-06-28 = 2626
- If your files use a different year, update the anchors for that year before using the Preset.
- Convert the customer name to ALL CAPS.
- Remove spaces from the customer name unless you define a specific abbreviation.
- If a value is missing or unclear, write MISSING in its place. Do not guess.
- Return only the final filename.

Work with NameQuick's own rules#

NameQuick adds three rules of its own to every request, after your instructions:

• Dates must be printed on the document. For invoices and statements, that's the issue date, never the start or end of the period they cover.
• The company is the one that issued the document, never a product or plan name.
• The file name can't contain characters that file names don't allow, such as / or :.

Write your instructions so they fit these rules. A code worked out from a printed date, like the week prefix above, fits. A date the document doesn't show, such as the last day of a statement's period, works against them.

Why this works#

The AI is usually good at reading fields that are visible on the document. The weak spot is hidden meaning: conventions your team knows but the document doesn't explain. When you state the rule and give a few examples, the AI no longer has to guess what 2526 means. It can apply the same rule to every new document.

The same approach works for:

• calendar week numbers
• internal abbreviations
• customer or project codes
• prefixes worked out from a date
• document type codes
• naming rules that depend on how your business works

If the value is printed on the document, tell the AI where to find it. If it comes from a business rule, tell the AI the rule and give a few examples.

For a worked invoice example with fields, rules and unusual cases, see Written instructions.