How to rename PDF files automatically based on content

Did you ever have to rename a batch of PDF files based on their content? Checking the content inside, renaming them, and reorganizing the files? If so, you probably wondered whether there were ways to make this process easier and faster. 

Nowadays, PDFs are one of the most used files for sharing information between organizations. Often, the file name is unrelated to the content of the document. This makes it very difficult to organize your documents and identify specific documents. 

Fortunately, we are here to tell you that we have the perfect solution for you. With Intelligent Document Processing (IDP) solution, you will be able to rename files based on their content, identify files more quickly, and get the insights you need without ever having to open the files.

Are you curious to find out how it works? In this blog, we will explain why you should rename PDF files, the challenges of doing it manually, and how Klippa DocHorizon can automate such tedious tasks in 2024.  

Why do you need to rename PDF files at all?

PDFs are here to stay. In today’s business world, they are the document format of choice for most companies due to their non-editability and convenience. 

However, organizing a large number of PDF files in your company’s archives or Document Management System (DMS) can be a real challenge. Most of the time, the file names have nothing to do with the content of the document. To illustrate this, let’s look at two examples:

First, imagine a client who sends an invoice in PDF format. Every organization follows a different file naming convention. Therefore, the client might send an invoice named ‘’Organization A’’ but Organization A wants to rename the invoice to “Invoice – Organization A – October 2022”. 

Another example is when a company has engineers working in the field. They often send pictures or documents to the head office, but the engineers don’t have the time to pay attention to the file names. At the head office, however, they want to easily identify what the files are about, so someone in the back office has to rename the files. Typically this is based on a certain file naming convention (FNC).

The importance of a clear File Naming Convention (FNC)

A proper FNC provides structure and helps others navigate your work and provide better understanding.

Here are some examples of the difference between a clear FNC and a non-existent or unclear FNC:

Files that employ a consistent and clear FNC:

• 20220108_ABCProject_Designsheet_Johnson.pdf
• 20220110_ABCProject_Minutes_Sales_Meeting.pdf
• 20220202_ABCProject_Data_Sheet_Employee_Survey.pdf
• 20220227_ABCProject_DataAnalysis_John.pdf
• 20220420_ABCProject_Advisoryreport_Final.pdf

Files without using a clear FNC:

• Data_sheet_2022
• Data_analysis
• Project design.pdf
• Advisory_report_Emma
• Minutes meeting Jan 22

When you name your files in a consistent way, it provides you with a sneak peek of the content of the file. Moreover, all files are organized in a logical manner.

The FNC needs to include some strict guidelines that need to be agreed upon within the team that employs the FNC. There are some basic directives that can be followed, like using consequential abbreviations, agreeing on which components need to be included, and documenting these decisions.

However, when not followed correctly, the FNC can crack and fail to function very quickly.

If that happens, you have to rename a lot of files to fix the naming structure and organization of the files. In the next section, we will discuss the two ways in which you can do this.

How to rename PDF files?

You can rename PDF files either manually or automatically. Manually, you change each file name individually, while automatically, you use tools to rename multiple files at once.

Let’s explore how each method works:

1. Manually renaming PDFs 

If you only have a few PDFs, you can easily do this manually. This is how to do it:

1. Find and select the PDF you want to rename.
2. Check the content inside the PDF to ensure it’s the correct file.
3. Right-click the file and select “Rename”, or click the “Rename” icon if you’re in a file manager.
4. Type the new name and press “Enter” to save it.

Although this seems like the most straightforward option, once you have to rename hundreds of files every week, this will become your worst nightmare.

Imagine the time wasted just trying to go through the documents and having to check them one by one. Someone in the back office has to open each file, read the internal content, rename it, and finally reorganize the document in your DMS for digital archiving.

Furthermore, manually renaming PDF files is prone to errors. Someone might not use the agreed FNC in the right way, which in turn leads to a suboptimal organization of your DMS. 

2. Renaming PDFs automatically

It’s safe to conclude that manually renaming PDFs is not the ideal way, especially when you have a lot of documents to rename. In that case, the most efficient way to rename and organize PDFs is to use tools that automate the process, such as IDP software. 

An IDP solution can automatically rename PDF files based on content and offers a wide range of other benefits with the help of Optical Character Recognition (OCR) and AI technologies.

With IDP software, you can identify text in documents and convert it into machine-readable data. This data can then be used to rename the file. For example, the software can identify the date, client name and document number on the document and add them to the file name.

In addition, IDP software is able to process large volumes of native and non-native PDFs (e.g. scanned PDFs), saving up to 70% in processing time.

Without a doubt, using an IDP solution is the best option if you need to rename many PDF files in bulk. In the next section, we will dive into its work in more detail.

How to rename PDFs based on content with an IDP solution?

As stated above, IDP solutions can automate the process of renaming PDFs based on their content. These solutions are fast, accurate, and secure, making them highly effective.

A great example is Klippa DocHorizon. Here’s how you can use our IDP solution to rename PDFs automatically:

1. Submitting the PDF: Start by submitting your PDF files to the platform. You can do this by providing a Google Drive folder, emailing the files, or granting Klippa access to the server where the files are stored and we’ll take it from there.
2. Analyzing and extracting the information: The software analyzes the PDF to understand its structure and content and then extracts all the key data from it. It can identify specific sections, like the total amount, address, or due date if it’s an invoice.
3. Renaming the PDF: Based on the criteria you set – such as invoice numbers, client names, or dates – the PDF is automatically renamed. This happens in an instant.
4. Saving the document: Finally, the renamed file is saved and organized in your archives or integrated into any platform you use, all without any manual effort.

A proven IDP solution provides you with a secure and up-to-date file management system. This not only leads to tremendous time savings, it also increases employee satisfaction. Your workforce will have more time for strategic thinking and other meaningful tasks, giving instant gratification.

Why choose Klippa DocHorizon for your file renaming workflows

With Klippa DocHorizon you can rename PDF files in almost real time, identify files faster, and get all the insights you need without manually opening each file. It combines powerful AI-driven technology with ease of use, allowing you to handle large batches of PDFs both quickly and accurately.

Klippa can help you by processing your PDF files effortlessly, in a way that benefits both your company and your employees. We can guarantee you that your employees will be thankful for being freed from such time-consuming tasks.

In case you’re curious about how Klippa can help you, schedule a free demo using the form below, or contact us for more information.