When clients send you documents, they rarely arrive with names you can use. Files show up as scan_0428.pdf, IMG_2025.jpg, or document(3).pdf, and someone on your team has to open each one, figure out what it is, and rename it before the real work can start. Across a full book of clients, that is hours of busywork every month, and every misnamed file is a chance for the wrong document to land on the wrong client.
AI Document Renaming takes that work off your plate. It automatically reads the contents of every file your clients upload and renames it to match the naming convention you set for your firm. Bank statements, tax documents, and receipts arrive in your files already consistently named, so anyone on your team can find the right document in seconds and nothing gets lost behind a meaningless filename.
Turn on AI Document Renaming
Navigate to Settings > AI Agents.
Under Global Client File Naming Convention, toggle the switch on.
The settings panel becomes active. Configure your naming convention before clicking Save Settings.
ℹ️Heads up! The AI Agents menu item is visible only to firm owners and admins with permission to manage AI document settings. Team members without that permission see a notice to contact their firm owner.
💡Pro Tip! This feature is currently in Free Preview. You will be notified before any pricing changes take effect.
Choose where renames apply
Under Rename client-uploaded files in these locations, check the surfaces where you want AI renaming to run:
Client Tasks: attachments uploaded by clients on a client task
Client Files: files uploaded to a client's file storage
Both locations are available. Select one or both, depending on where your clients typically upload documents.
Build your naming convention
Under Build Your File Name Structure, each row is one piece of information that will appear in the file name. The Example File Name preview at the top updates as you make changes so you can see the result before saving.
Choose which fields to include
Use the first dropdown on each row to select the piece of information you want in that position. The available fields are:
Account Identifier
Client
Custom Text
Document Date
Document Type
Issuer / Vendor / Bank Name
Tax Year / Period
Upload Date
Click and drag the handle on the left side of any row to reorder the fields. You can add up to 8 fields using the Add rule link at the bottom.
Choose a format (where applicable)
Fields like Document Date, Account Identifier, and Client have a second dropdown for format. Examples:
Document Date: pick from date formats such as YYYY-MM-DD, MM-DD-YYYY, or YYYYMMDD
Account Identifier: choose Last 4 digits of account number or # Followed by last 4 digits of account number
Client: choose Full name, First name, Last name, or Initials
Handle missing information
For each field, use the third dropdown to tell AI what to do when it cannot read that piece of information from the document:
Skip this field when data is missing: the field is omitted entirely from the file name. For example, if Document Date cannot be read, the name becomes Chase-4567-Statement instead of [date]-Chase-4567-Statement.
Use default text - 'X' when data is missing: the placeholder X appears in the name so you can see at a glance which piece of information could not be detected.
You can set a different missing-info behavior for each field independently.
Choose a separator
Under Separate Rules With, select the character that joins each field in the file name:
Dash (-)
Underscore (_)
Period (.)
Space ( )
Save your convention
Click Save Settings at the bottom right of the panel. File names can be up to 100 characters; longer names are automatically shortened. Accepted file types are PDF, Image, Excel, Word, CSV, and TXT.
Choose how renames happen
Under How Should AI Handle Renaming?, select one of the 2 modes:
Just Do It: AI renames the file immediately when it is uploaded. No review step is required on your end. ❗If AI has very low confidence in the suggested name, it will hold that file for your review even in this mode (see Low-confidence renames below).
Always Ask: AI suggests a new name but does not apply it until you approve, edit, or reject the suggestion. The original file name stays visible during that review.
You can change this setting at any time and click Save Settings.
Review and approve suggestions (Always Ask mode)
When a client uploads a file, a banner appears at the top of the client task or client files list on the firm side. The banner shows how many files have pending suggestions and gives you 2 bulk options: Accept All or Reject All.
For each file with a pending suggestion, you will see:
The original file name, shown with a strikethrough
The proposed new name directly below it
For each suggestion you can:
Click Approve (thumbs-up icon) to accept the suggested name as-is.
Click Edit (pencil icon) to modify the suggested name before accepting it.
Click Reject (X icon) to discard the suggestion and keep the original name.
💡Pro Tip! The banner in Always Ask mode includes a shortcut to AI document renaming settings so you can switch to Just Do It if you decide you no longer need to review each suggestion individually.
How renamed files appear
After a file is renamed by AI, a sparkle icon appears next to its name in the file list. Hover over the icon to see the tooltip Renamed from [original file name] so you always know what the file was called before AI renamed it. You can also open the file's detail panel on the right side to see the original upload name.
Low-confidence renames
If AI is not confident enough in a suggested name, it will not apply the rename automatically, even when Just Do It is selected. Instead, a yellow banner appears indicating that certain files need your review. The confidence percentage is shown next to the proposed name (for example, 8%). Hovering over that percentage displays the message We were unable to rename this file with high confidence. You can approve or reject those low-confidence suggestions the same way you would in Always Ask mode.