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. Check here to see a list of all the forms that the feature recognizes.
📚 Article Quick Navigation
🔧 Enable Document Settings
Before you begin, enable the settings that allow classification and renaming of documents.
Click your Profile icon and go to Settings.
Select the Document Settings tab.
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.