Document naming for operations teams
Stop renaming operations docs manually
AI extracts employee names, location codes, dates, and document types from every PDF. 1,800 documents renamed in under 5 minutes. Confidence preview before apply.
Operations · Document Naming
Automatically rename operations documents using AI that extracts employee names, locations, dates, and document types from PDFs.
- Connect Google Drive or Dropbox — AI processes documents as they arrive from field teams, HR, and vendors.
- Employee names, location codes, dates, and document types encoded into every filename automatically.
- Per-location naming templates saved and reused. No reconfiguration needed.
Operations teams process 1,800+ documents in under 5 minutes with 95%+ extraction accuracy.
Your shared drive today vs. tomorrow
Every operations team drowns in unlabeled onboarding packets, field reports, and inspection docs. AI reads each document and extracts employee names, locations, dates, and document types automatically.
Before — your shared folder right now
IMG_20260115_143221.pdfField inspection? Employee doc? No way to know
Document (1).pdfWhich location? Which employee? Which form?
scan_042.pdfCritical onboarding doc lost in the noise
Inspection FINAL.pdfNo date, no site code — useless for compliance
form.pdfOne of 200 files named "form.pdf"
Average time to find a specific doc: 4–6 minutes of searching, opening, closing.
After — 3 minutes with Renamed.to
2026-01-15_JohnSmith_I9_Chicago-West.pdfEmployee name, doc type, location — all searchable
2026-01-12_CHI-001_SafetyAudit_MikeJohnson.pdfSite code, inspection type, inspector — instant lookup
2026-01_Shift-A_ProductionLog_TomWilson.pdfShift handoff with date and supervisor
2026-01-10_AcmeSupply_COI_Exp-2027-01.pdfVendor compliance with expiration date flagged
2026-01-08_SarahDavis_SeniorOps_Round2.pdfRecruiting scorecard ready for hiring manager
Time to find any document: type 3 letters in your file browser. Done.
From shared drive chaos to operations-ready files
AI handles the tedious extraction work. You review, approve, and move on.
Documents arrive
Onboarding packets, field reports, and inspection docs land from HR, field teams, and vendors.
IMG_20260115.pdfDocument (1).pdfscan_042.pdfAI extracts fields
OCR reads employee names, location codes, dates, and document types automatically.
Employee: John SmithLocation: CHI-001Type: Safety AuditPreview & approve
Review every suggested filename with confidence scores. Bulk-approve high-confidence batches.
95% confidenceSide-by-side previewOne-click approveOperations-ready files
Clean filenames following your naming convention. Ready for HRIS upload, compliance review, or archive.
2026-01-15_JohnSmith_I9_Chicago-West.pdfUse case example
"Regional managers stopped pinging us for files"
A regional operations manager overseeing 15 locations was spending 8+ hours weekly renaming onboarding packets, inspection reports, and shift logs. Field teams uploaded documents with random names. Regional leads couldn't find current files without calling central ops.
After connecting their shared Google Drive, they set up per-location naming templates once. Now documents are processed automatically as they arrive — employee names, site codes, dates, and document types extracted and encoded into each filename.
Weekly file management went from 8 hours to a 45-minute review session. Regional managers now find documents themselves. The ops coordinator focuses on actual operations instead of file administration.
Illustrative example based on typical multi-location operations workflows. Individual results vary based on team size, document volume, and existing processes.
7.2 hrs
Saved weekly
15
Locations managed
1,800+
Docs/month processed
93%+
Auto-approved
Naming templates for operations
Start with field-tested patterns or customize per location. Save templates and reuse automatically.
Employee onboarding
{HireDate}_{EmployeeName}_{DocumentType}_{LocationCode}.pdfApply to I-9s, W-4s, background checks, and certifications. Ready for HRIS upload.
Field inspections
{LocationCode}_{InspectionType}_{Date}_{Inspector}.pdfKeep safety and quality audits versioned per site for compliance review.
Shift handoff logs
{Facility}_{Shift}_{Date}_{Supervisor}.pdfFind the latest shift summary instantly without pinging the floor supervisor.
Vendor compliance
{Vendor}_{Requirement}_{ExpirationDate}.pdfSurface which vendor docs are expiring each month without spreadsheets.
Why operations teams choose Renamed.to
Purpose-built for operations documents vs. manual renaming or generic file tools.
| Feature | Renamed.to | Manual | Generic Tools |
|---|---|---|---|
| Extracts employee names, locations, dates | |||
| Works with scanned PDFs (OCR) | |||
| Per-location naming templates | |||
| Batch 1,000+ docs in under 5 min | |||
| Works with Google Drive & Dropbox | |||
| Confidence preview before apply | |||
| One-click undo (originals untouched) | |||
| Mobile upload auto-processing |
Calculate your time savings
Adjust sliders to match your monthly document volume. See what your team gets back.
Based on manual rename time of 24s per document. Actual savings vary by document complexity and naming convention.
Security built for operations documents
Enterprise-grade encryption, access controls, and audit trails for sensitive employee and compliance files.
Encryption & residency
TLS 1.3 in transit, AES-256 at rest. US data centers with SOC 2-aligned controls. Keys rotated quarterly.
Access & audit
2FA and SSO via Google Workspace or Microsoft 365. Role-based permissions. Every file access, rename, and approval logged with full attribution.
Quality controls
Every rename shows a confidence score. Preview side-by-side before applying. One-click undo — originals are never modified or deleted.
Files stored temporarily during processing (under 10 minutes), then deleted. Purge filename data anytime from your dashboard. Full security documentation →
Frequently asked questions
How do I automatically rename operations documents?
Connect your Google Drive or Dropbox folder, drop your onboarding packets, inspection reports, or field documents, and Renamed.to extracts employee names, location codes, dates, and document types automatically using AI and OCR. Preview every suggested filename with confidence scores, then approve the batch. 1,800+ documents renamed in under 5 minutes.
How accurate is the document extraction?
We deliver 95%+ extraction accuracy on common operations document formats (Sept 2025 testing, n=250+). Every rename shows a confidence score. Preview mode lets you spot-check every suggested filename before apply. AI works with Auto mode, 50+ common templates, or custom patterns you define.
Will you overwrite my original files?
No. Safe-Rename writes new files alongside your originals and keeps them untouched. You can undo any batch with one click. Originals are never modified or deleted. Content-based deduplication prevents processing the same file twice.
Does it work with scanned documents from the field?
Yes. Our OCR engine processes scanned PDFs, digital PDFs, and image-based documents. 300+ DPI recommended for best accuracy. Works with inspection reports, onboarding forms, shift logs, and most operations documents.
Can I save naming rules per location or region?
Yes. Save templates per location, region, or document type and reuse them automatically. Templates support dynamic fields like {LocationCode}, {EmployeeName}, {DocumentType}, {Date}, and more. Set custom confidence thresholds per template. No reconfiguration needed.
Does it work with mobile uploads from field teams?
Yes. Uploads from mobile scanners or apps that sync to Drive/Dropbox are renamed automatically using your saved rules. Perfect for field inspections, site visits, and remote teams.
What does it cost?
Free for up to 50 documents per month. Paid plans start at $29/month for 500 documents. Volume pricing available for operations teams processing 2,000+ documents monthly. No credit card required to start.
From operations teams
What operations managers are saying
“Regional managers used to ping us constantly for files. Now they find everything themselves in seconds.”
Marcus R.
Operations Coordinator, 15 locations
7.2 hrs saved/week
“Onboarding new hires used to bottleneck on document prep. Now I-9s and W-4s are ready for HRIS the same day.”
Linda C.
HR Operations Manager
1,800+ docs/month
“Field inspections from 8 sites used to pile up with random names. Now compliance audits pull the right files instantly.”
David T.
Field Operations Director
8 sites standardized
Ready to stop renaming operations docs manually?
Connect your shared drive, drop your first batch, and see clean filenames in under 5 minutes.
Free 50 docs/month · No credit card · Originals never modified
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