The Document Renaming section in Firm Preferences allows your firm to define a standard naming format for automatically naming documents. When automatic renaming is enabled, documents filed through Smart Document Filing will be renamed according to the configured format, ensuring consistency across your firm.
NOTE: Your firm must have NeosAI Platinum to access the Document Renaming section. You must have the Bulk Filing Special Permission Enabled and Modify permissions to General > Firm Preferences to view and configure these settings.
Enable Automatic Document Renaming
Navigate to Firm Preferences > Documents tab.
Scroll down to the Document Renaming section.
Click the Automatically Rename Documents While Bulk Filing checkbox to enable Document Renaming for your firm. This feature is unchecked by default.
The Renaming Standard Format file name field will become available. If no format has been previously configured, the format will default to {Original Document Name}.
NOTE: If you disable and re-enable automatic renaming, the previously configured naming format will be re-populated in the File Name Format field.
Configure the File Name Format
The Renaming Standard Format file name field allows you to define how unfiled documents will be named. You can build the format by typing directly into the field or by selecting available fields.
Available fields include Case Name, Case Number, Alt Case # 1, Alt Case # 2, Document Type, Document Category, Document Date, Upload Date, Author, and Original Document Name.
NOTE: A maximum of 100 characters can be entered in the file name field.
Use the Available Fields List
Click the question button next to the file name field. A list of available fields will display.
Click a field from the list to select it. The selected field will be inserted into the file name field at the end of the current format string.
Type Directly in the Format Field
Click into the File Name Format field.
Begin typing your desired format string. As you type, a list of matching fields will display.
To insert a matching field, press Tab or click the field from the list. The field name will be completed in the File Name Format field.
NOTE: When the field is inserted, it will include the curly brackets.
Validation and Preview
The file name format field provides real-time validation and a live example of how the file name will appear based on the current format.
When a valid format is entered, an example file name will display below the File Name Format field. The example will update automatically as you modify the format.
NOTE: If you enter an invalid character in the format field, a validation message will display below the Example, showing the forbidden character(s). The Save button will be disabled until the invalid character(s) are removed.
Invalid Characters include:
" - Quote
* - Asterisk
: - Colon
< - Less than
> - Greater than
? - Question
/ - Forward slash
\ - Back slash
| - Vertical bar
Reset to Default
To restore the file name format to the system default, click Reset to Default. The File Name Format field will revert to {Original Document Name}.
Save Changes
Changes to the Document Renaming section must be saved to take effect. The Save button will become available whenever you enable or disable automatic renaming or modify the file name format.
Click the Save button to apply your changes.
NOTE: The Save button is disabled if the File Name Format field contains an invalid character or if the maximum number of characters exceeds 100. Resolve any validation errors before saving.
Access Default Named Documents
In the File Documents tab, documents will be renamed using the file name format configured in Firm Preferences > Documents Tab.
If any portion of the default format is missing, e.g., Category from "{Document Type}_{Category}_{Document Date}", the File Name column will show the data available, such as "Photo ID_06.25.25".
If all fields from the file name format are blank, the File Name field will use the Original File Name.