What is automatic file renaming?
Automatic renaming gives each file a name built from its content. Koncile reads the document, extracts the useful information (vendor, document type, date, number, employee name) and assembles it following your rule. Files received as scan_0042.pdf become readable and sortable in your shared drive or document management system.
How do you set up automatic renaming?
Renaming relies on a field in the extraction template. Four settings are enough, then every new file is renamed as soon as it is processed.
- Step 1
Template
Create or open the template for the document, such as Invoice.
- Step 2
Title field
Add a field to extract named File title.
- Step 3
Rule
Describe the name format in plain language in the instruction.
- Step 4
Processing
Run the extraction: the file comes out under its new name.
Which naming formats can you define?
The name can reuse any extracted value, or a value inferred from the document, such as the state from the city. Three examples from common workflows.
Accounts payable
Each incoming invoice takes the vendor name, date and number: Acme_2026-10-14_INV412.pdf.
Purchasing and job sites
Packing slips and site reports follow the Vendor_Type_Date rule: Brooks_Report_2026-03-21.pdf.
Human resources
Employee files are named by person, type and year: Miller_OfferLetter_2026.pdf.
Can you rename thousands of files at once?
Yes. Files can be uploaded in bulk in the app, sent through the API or forwarded by email. Each file is read and renamed on its own, then stays available for review and download in Koncile. Connected to your tool by API, renaming happens without your team opening a single document.
How much does automatic renaming cost?
Renaming is included in document processing: you pay for the page analyzed, with no extra charge for the file name. Plan details are on the pricing page.
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Automatic renaming FAQ
What is Koncile?
Koncile is document extraction and automation software. It turns invoices, quotes, purchase orders, contracts, IDs or prescriptions into usable data, in Excel, in JSON or straight into your tools by API.
Which teams is automatic renaming for?
Any team that receives a steady flow of documents of the same type: accounting, finance, purchasing, operations or HR.
Can you create a custom naming format?
Yes. The name can combine one or more extracted values, in the order and with the separator you choose, or a value inferred from the document.
Does Koncile offer an API to rename files?
Yes. Files are sent by API, renamed during processing, then available in the app and in the API response.
Can Koncile rename files stored in my own tool?
Yes, through an API connection: Koncile receives files from your tool and returns the new name along with the extracted data.
What happens with a blurry or off topic document?
Errors mostly come from poorly scanned, blurry or unrelated documents. The confidence score on each field flags these cases before you accept the name.
