PARSER GUIDES

Document Naming

ParsersParser Settings

Automatically rename documents after processing using extracted fields and folder rules

Document Naming lets PARSER rename documents automatically after they are processed. Use it when you want document names to include values from the document, such as an invoice number, vendor name, customer name, or date.

For example, an uploaded file named scan-001.pdf can become Invoice INV-1042 - Acme.pdf after PARSER extracts the invoice number and vendor name.

When to use it

Use document naming when:

• You want processed documents to be easier to identify in the Document Inbox.
• You receive documents with generic names like scan.pdf, upload.pdf, or document.pdf.
• You want names to include extracted fields such as Invoice Number, Vendor Name, Customer Name, or Statement Date.
• You organize documents into folders and want different naming rules for different folders.

How to turn on auto-renaming

1. Open your parser and go to Settings -> Parser Settings.

2. Open Document Processing.

3. Find Auto-rename documents.

4. Turn the switch on.

5. In Default template, enter the name pattern you want to use.

6. Click the variable button to insert extracted fields or document details.

7. Click Save document naming.

Creating a naming template

A naming template can include regular text and variables.

For example:

Invoice {{Invoice Number}} - {{Vendor Name}}

If PARSER extracts:

• Invoice Number: INV-1042
• Vendor Name: Acme

The document name becomes:

Invoice INV-1042 - Acme.pdf

PARSER keeps the original file extension automatically. If the original document was a PDF, the renamed document stays .pdf.

Using variables

Click the button next to a template field to choose from available variables.

The list includes:

• Fields from Fields & Tables, such as Invoice Number, Vendor Name, or Total Amount
• Document details such as Document name, Original name, Folder name, and Created date

Use the variable picker instead of typing variables manually. It inserts the exact field name, including spaces and capitalization.

For example, if your field is named Seller Name, use:

{{Seller Name}}

Adding folder-based rules

Use rules when different groups of documents should use different names.

For example:

• Documents in an Invoices folder should use Invoice {{Invoice Number}}
• Documents in a Receipts folder should use Receipt {{Receipt Date}} - {{Vendor Name}}

To add a rule:

1. Open Advanced rules.

2. Click Add rule.

3. Enter a Rule name.

4. Enter a Template for that rule.

5. Add the conditions that decide when the rule should apply.

6. Click Save document naming.

Rules are checked from top to bottom. The first matching rule is used. If no rule matches, PARSER uses the Default template.

What happens after processing

Document naming runs after PARSER finishes extracting data and assigning the document to a folder. This means naming rules can use:

• Extracted field values
• The final folder name
• The original document name
• The created date

If a document was renamed manually, PARSER keeps the manual name and does not overwrite it on future reprocessing.

If a variable is missing and the template would create an empty name, PARSER keeps the current document name.

Examples

Invoice number and vendor

Invoice {{Invoice Number}} - {{Vendor Name}}

Good for invoice parsers where the invoice number and vendor are the most useful identifiers.

Customer and statement date

{{Customer Name}} - Statement {{Statement Date}}

Good for bank statements, account statements, and recurring reports.

Folder-specific names

Use a rule where Folder is Invoices, then set the template to:

Invoice {{Invoice Number}}

Use another rule where Folder is Receipts, then set the template to:

Receipt {{Receipt Date}} - {{Vendor Name}}

Tips

• Use fields that are usually present, such as invoice number, vendor name, customer name, or date.
• Keep names short enough to scan in the Document Inbox.
• Use the variable picker so field names are inserted exactly.
• Put the most specific rules at the top of the rule list.
• Reprocess a document if you want it to pick up a new naming setup.

Next steps

• Parsing Configuration - Other Document Processing settings
• Add/Edit Fields - Rename or add fields used in naming templates
• Organizing with Folders - Use folders and folder rules
• Uploading Documents - Upload and review processed documents