Automatically rename your documents
Overcoming incomprehensible file names
Do you have a lot of files with irrelevant titles that are inconsistent with their content? Is it difficult to find your way around in your Sharepoint or in your shared folder? Or your files come from different suppliers or customers, who require you to open them to rename them.
Renaming files individually for your organization can waste a significant amount of time. By relying on the content of your document, it is possible to automate this work so that all your files have the same name structure.
Automatic renaming can help
The automatic renaming in the Koncile tool allows you to automatically rename the file based on its content and your instructions. The OCR and document extraction tool captures information from your file. You can then choose what type of data will be used as the file title.
How does automatic renaming work?
In the Koncile tool, the automatic file renaming feature is based on fields extracted using AI. In your document template:
- Create a document template (for example, invoice, identity document)
- Create a field to be extracted named “File title”
- Specify the rules for renaming the file in the prompt, for example by relying on a number, the name of a company
- Start extracting your document
Examples for this feature
Here are concrete examples of how to use file renaming:
- An accountant renames each invoice received with the name of the supplier, the date, and the number of the invoice. For example: "AirLiquide_2025-03-02_F-44789.pdf”
- Teams receive hundreds of documents from several suppliers (delivery notes, order confirmations, certificates and site reports). Each file is renamed: “Provider_type.of.document_ date_ number”. For example: "Colas_RapportChantier_2025-03-21.pdf”
- An HR automatically renames its employee files with the structure: “Name.of.employee_type.document_year”.
Type : Automation
User : Business
Complexity : Average
L'outil qui automatise vos documents
All your questions about automatic renaming
Koncile is a tool for extracting and automating your documents. It allows you to transform invoices, quotes, reports, order forms, order forms, identity documents, prescriptions, contracts, etc. into usable data, in Excel format or to inject them directly into your tools.
The automatic renaming of documents is suitable for any department of the company: purchasing, operations, accounting or finance. It is relevant when the company has a large flow of documents of the same type on which it wants to process automatically.
Absolutely, Koncile can handle massive file renaming. The files can be uploaded directly to the application by import, or via the Koncile API.
Yes indeed, the file name can correspond to information extracted from your document. This name can also be automatically derived: for example, indicate the country from the city indicated in the document.
Yes, files can be uploaded directly by API. The files are then stored in the Koncile app and can be viewed and downloaded.
Thanks to an API connection, Koncile can receive all the files present in your tool and perform the automatic renaming.
The Koncile AI system for automatic renaming has a reliability rate of over 99.8%. Errors are often caused by documents that are poor quality, off-topic, poorly scanned, or unclear.
The cost of Koncile automatically renaming the file is included in the cost of processing the file, in accordance with our tariffs. The processing of a page corresponds to a few cents, which is negligible compared to the cost of manual processing.
.png)
