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How do I automatically rename client files using AI?

Use Document Renaming to rename files in bulk

Updated today

Note: This feature is in Beta, expect changes before full release. Don't see the Document Settings tab? - Enable the beta, first.


Our Document Automation feature recognizes forms like W-2s, 1099s, and tax returns, then applies your naming rules automatically—reducing manual work and keeping everything consistent.

📚 Article Quick Navigation


🔧 Enable Document Settings

Before you begin, enable the settings that allow classification and renaming of documents.

  1. Click your Profile icon and go to Settings.

  2. Select the Document Settings tab.

  3. Toggle Global File Naming Convention to On.


🧩 Create a File Naming Convention

Set up the structure that the Rename Files AI will use to rename documents.

1. Toggle Global File Naming Convention to On.

2. Click + Add Rule to start building your convention.

  • Upload Date – Choose a preferred date format

  • Tax Year – Select the year format

  • Document Type - Bank Statement, W2, 1040, etc.

  • Issuer - eg., IRS

  • Client Name

Preview your naming format in the Example File Name section.

3. Reorder or delete rules:

  • Drag and drop rules to change the order.

  • Click the ❌ icon to remove a rule.

4. Choose a separator under Additional Settings:

  • Dash (-)

  • Underscore (_)

  • Period (.)

  • Space ( )

5. Click Save. A confirmation message will appear.


🤖 Use the Rename Files AI

Once your File Naming Convention is ready, you can bulk rename documents using AI.

Step 1: Go to the Files Inbox

  • From a Client Record: Go to the Files tab > Files Inbox

  • Or from navigation: Files > Client Files > Files Inbox, then select a client

Step 2: Select Files

  • Click Select All, or

  • Hold Shift to select multiple files manually

Step 3: Open the Rename Tool

  • Click Files Rename AI Tool

  • Or open a folder, select files, click the three-dot menu (⋮), then select Rename with AI

Step 4: Review and Edit

  • Edit suggested file names in the text field

  • Uncheck files you don’t want renamed

Step 5: Confirm

  • Click Done to apply renaming

  • Click Cancel to discard changes

💡 If file names don’t update right away, try refreshing the page.


📁 Organize Your Renamed Files

After renaming:

  • Click and drag files into a folder for better organization.


✅ Summary

Rename Files AI helps you:

  • Automatically identify and classify tax documents

  • Apply consistent naming rules

  • Reduce manual work in document organization

  • Improve client file management and audit readiness


Need help? Contact Support or ask Penny, our AI Support Bot for assistance.

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