Templates
Design clear, reusable patterns to rename files using natural language extraction
What templates do
Templates tell NameQuick how to extract structured fields from your files and assemble a consistent filename. Define fields in plain English (e.g., Invoice Date, Client Name), then build a filename pattern using braces to reference those fields and system placeholders.
Use Templates when you need consistent, repeatable filenames for similar documents (invoices, receipts, meeting notes). Prefer Smart Rename for quick one-off descriptive names without strict structure.
How It Works
You define fields to extract (AI Instructions), a separator, and a filename pattern. NameQuick builds a structured prompt that:
- Asks the model to extract your fields from content
- Includes your separator and formatting guidance
- Applies post-processing rules you add
- Requires a JSON response with each field and an assembled filename
The app validates the response, assembles the filename, applies any system placeholders (like {date}), then renames/moves the file. You don’t write raw prompts—the app generates a robust, tagged prompt from your template settings.
Quick Start
Open Templates
Sidebar → Templates → New Template card
Add AI Instructions
Write natural-language fields: Invoice Date, Client Name, Total Amount
Preview & Save
Test on a few files before enabling
Key Concepts
AI Instructions: The list of fields you want to extract (e.g., “Invoice Date”, “Client Name”). Be specific.
Separator: The character for both words and fields (e.g., - or _).
System Placeholders: Built-in values you can insert (e.g., {date}, {counter}, {original}).
Post-Processing Rules: Optional transformations to normalize field output (field-specific or global).
Template Syntax
In your filename pattern, reference extracted fields and system placeholders using braces.
Combine placeholders with text, dashes, or underscores.
Choose a single separator for words and fields (e.g., - or _). Works with PDFs, images, and text files.
System Placeholders
Insert dynamic values that don’t come from AI extraction:
Transformations
Clean and standardize extracted data after AI extraction but before the filename is created. Write rules in plain English; NameQuick applies them in order.
Lowercase
"Make vendor lowercase"
Replace
"Replace spaces with underscores"
Format Date
"Format date as YYYY-MM-DD"
Where transformations apply
Apply to every extracted value before joining the final filename.
Target one field, like vendor or amount, without affecting others.
Run last to tidy separators, casing, or symbols across the whole name.
Create a Template
- Open Templates: Sidebar → Templates, then click the “New Template” card.
- Name and describe: Title and optional Description.
- Add AI Instructions: One field per value (e.g., Invoice Date, Client Name). Be specific.
- Choose a separator: E.g., - or _ for words and fields.
- Build the pattern: Arrange fields, static text, and system placeholders.
- (Optional) Add post-processing rules: Field-specific first, then global.
- Save: Your template is available in processing mode menus.
Run a Template
Validation & Errors
- Missing or invalid required fields abort the rename to protect your files.
- Invalid pattern characters (/, <, >, :, ", |, ?, *) are flagged.
- Patterns should include at least one placeholder (AI field or system placeholder).
Examples
Walkthrough
Tips & Best Practices
Be specific: "invoice total" beats "amount"
Offer synonyms: "Total" or "Amount Due"
Use visual cues: "Top right date"
Don’t be vague: avoid "text", "number"
Keep it short: skip long paragraphs
Test with multiple file sources
Anti-Patterns (Avoid)
- Ambiguous fields: “Name”, “Date”, “Number” without context
- Mixing concerns: formatting instructions inside field names
- Conflicting rules: field rule adds spaces while global enforces underscores
- Over-engineering: many rules fighting messy inputs — start minimal and iterate
- Duplicating system placeholders: asking AI for “Date” while also using {date}
Quick Checklist
- Clear, specific field names (include format hints if helpful)
- One value per field; specify join rules when needed
- Single, consistent separator for the template
- Pattern combines extracted fields and any system placeholders
- Field-specific rules first; global cleanup last
- Validate with “Test This Template” and adjust
FAQ
Troubleshooting Common Issues
Some values come back empty or partial.
Fields pick up the wrong number or text.
Similar documents get different names.
Resulting names include symbols or inconsistent casing.