Rules & Templates
NameBuilder Rules
After AI analysis, the NameBuilder applies a chain of rules to the file name. The order is fixed: template substitution (including de-duplication of category and invoice number from the description) → date normalization → casing → prefix/suffix → umlauts → separator → sanitization → truncation to the maximum length → regex rules.
| Rule | Description | Example |
|---|---|---|
| Date Format | Format of the detected date | YYYYMMDD, DD.MM.YYYY |
| Casing | Letter casing | lowercase (default), Title Case, UPPERCASE, As from AI |
| Separator | Separator between name parts | Space, underscore, hyphen |
| Umlauts | Keep or replace umlauts | ä → ae, ö → oe, ü → ue |
| Prefix/Suffix | Text before or after the name | Prefix: SCAN_ |
| Max. length | Truncates the name to the configured character count (default 80, range 20–200) | 80 |
| Regex Rules | Regular expressions for find/replace | \s+ → _ |
Templates
Templates define the file name structure using placeholders. Available tokens:
| Token | Description |
|---|---|
{datum} | Detected date in the configured format |
{kategorie} | Document category from the configurable list |
{beschreibung} | Brief content description |
{absender} | Sender or issuer |
{betrag} | Amount for invoices and receipts |
{rechnungsnummer} | Invoice or receipt number, taken by the AI from the document or the original file name (e.g. RE-2026-0815). If the number also appears in the description, it is removed there automatically |
{sep} | Inserts the character selected under Separator |
Placeholder names are identical (German) in all language versions of the app.
The values for {kategorie} come from a configurable category list (Settings → Rules). By default it contains: rechnung, vertrag, brief, foto, beleg, angebot, protokoll, sonstiges. You can add or remove categories — the AI assigns each document to one category from this list.
Default template: {datum}{sep}{absender}{sep}{beschreibung}{sep}{betrag} — with the default rules (ISO date, underscore, lowercase, umlaut transliteration) this produces e.g. 2024-03-15_telekom_mobilfunk_maerz_49.99.pdf. Empty tokens (e.g. {betrag} for non-invoices) and duplicate separators are removed automatically.
Token buttons in the template editor insert the chosen token at the current cursor position. You can arrange tokens freely, use them multiple times, or mix them with literal text.
Separator & Date Format
Choose separator and date format under Settings → Rules. Available separators are dash, underscore, dot, space, or a custom string (up to 5 characters). For the date format, choose between YYYY-MM-DD, DD.MM.YYYY, MM-DD-YYYY, YYYYMMDD, the short-year variants, a custom format string (tokens: yyyy yy MM M dd d), or no date. The live preview immediately shows the effect on a sample name.
Regex Rules
Regular expressions are applied after all other rules. Each rule consists of a search pattern and replacement text. Rules are executed in the configured order. Each rule can be enabled or disabled individually via its checkbox; the combined result of all rules is shown by the live preview in the Name Format section. Four rules ship enabled by default, removing camera prefixes (IMG_, DSC_, DCIM_) and counter suffixes like (2) — you can disable or delete them at any time.