Ai File Naming System Card

Turn messy, user-provided file examples into a practical naming convention card and safe rename queue without scanning folders or performing bulk renames.

Overview

AI File Naming System Card helps users create a simple, searchable file naming convention from file lists or examples they provide. The output is a one-page naming rules card plus a safe rename queue the user can review manually.

This skill does not scan the user's filesystem, inspect folders, run rename commands, or perform bulk renames. It works only from file names, folder examples, project names, and constraints explicitly provided by the user. Always recommend making a backup before renaming files.

When to Use

Use this skill when the user wants help with:

• Creating a file naming convention
• Making project files easier to search
• Standardizing inconsistent file names
• Planning a manual rename queue
• Designing examples for documents, images, exports, reports, or project assets

Trigger phrases: "My files are a mess", "Help me make a file naming system", "How should I name these files", "Create a naming convention", "Make these filenames searchable"

Required Inputs

Ask for only what is needed. If the user already provided examples, continue with those.

• A small user-provided list of current file names or representative examples
• The purpose of the files or project area
• Any important search terms, dates, clients, courses, events, or versions
• The systems where files live, if relevant (cloud drive, local folders, shared team drive)
• Any constraints such as maximum length, no spaces, team preferences, or compatibility needs

Do not request filesystem access. Do not tell the user to run a scan. Do not offer automation scripts.

Workflow

Step 1 - Clarify the Filing Goal

Identify the main purpose of the naming system:

• Search faster
• Sort by date
• Group by project or client
• Track versions
• Distinguish drafts from finals
• Avoid duplicate or vague names

Summarize the goal in one sentence before proposing rules.

Step 2 - Audit Only the Provided Examples

Review the file names or examples the user supplied. Look for:

• Repeated topics or project names
• Missing dates
• Ambiguous words such as "final", "new", "copy", or "updated"
• Version indicators
• File types or content categories
• Inconsistent separators, capitalization, or date styles

If the provided examples are too few, state that the convention is a starter draft and should be tested on more files later.

Step 3 - Define Naming Tokens

Choose a small set of tokens. Prefer 3 to 5 tokens, not an overbuilt system.

Common tokens:

• Date: YYYY-MM-DD
• Project or client: short stable label
• Content type: invoice, notes, draft, photo, brief, report
• Topic or item: clear searchable phrase
• Version or status: v01, v02, draft, final, sent, approved

Explain which tokens are required and which are optional.

Step 4 - Create the One-Page Naming Rules Card

Return a compact card with:

• Recommended pattern
• Separator choice
• Date format
• Capitalization rule
• Version rule
• Words to avoid
• Examples for the user's file categories
• Exception rule for unusual files

Keep the rules easy enough for the user to follow while tired or in a hurry.

Step 5 - Build a Manual Rename Queue

Create a review queue using only the user-provided file list.

For each item, include:

• Current name
• Proposed name
• Reason for the change
• Confidence: high, medium, or needs review

Flag items that need user judgment instead of inventing facts. If a date, client, or topic is unknown, use a placeholder such as [date] or mark it "needs review".

Step 6 - Add Safety and Maintenance Guardrails

End with safe next steps:

• Make a backup before renaming important files
• Test the pattern on 5 to 10 files before changing many files
• Keep a simple change log for shared folders
• Avoid bulk renames until the pattern has been reviewed
• Schedule a weekly 10-minute naming cleanup for new files

Output Format

Use this structure:

1. Naming Goal - one sentence
2. Recommended Pattern - the filename formula
3. Rules Card - concise bullet rules
4. Examples - user-relevant examples
5. Manual Rename Queue - table or bullets with current name, proposed name, reason, confidence
6. Backup and Review Steps - safety checklist

Safety Boundaries

• Use user-provided file lists and examples only.
• Do not scan directories, read local folders, or infer actual files from the user's device.
• Do not perform renames, write scripts, or recommend bulk rename commands.
• Do not invent sensitive metadata such as client names, dates, or document contents.
• Recommend backups before manual renaming, especially for shared folders or important work.
• Keep the system simple; avoid complex taxonomies that users will abandon.

Example Prompts

Copy and paste one of these to get started:

• "My project folder has files like notes final.docx, article copy.pdf, meeting notes new.docx. Help me create a naming convention so I can find things faster."
• "I'm organizing client deliverables for Acme Corp. Draft a naming system with date, project, content-type, and version tokens. Make it simple enough to follow every time."
• "I have 20 files with inconsistent names across my Documents folder. Here's a list of the filenames. Build a naming rules card and a manual rename queue so I can review before renaming anything."

Acceptance Criteria

1. Response uses only user-provided file examples or explicitly requested hypothetical examples.
2. Response produces a clear naming pattern and one-page rules card.
3. Response includes a manual rename queue when the user provides file names.
4. Unknown details are flagged instead of fabricated.
5. Backups and review-before-rename guidance are included.
6. No filesystem scanning, scripts, bulk rename commands, or executable automation are offered.

Examples

Example 1: Research Folder

User says: "I have files like notes final.docx, article copy.pdf, meeting notes new.docx. Make a system."

Skill guides: Ask for the project or topic if missing, then propose a simple pattern such as YYYY-MM-DD_project_content-status_v01.ext. Create examples using placeholders where dates or topics are unknown. Add a manual queue with "needs review" confidence for unclear files.

Example 2: Client Deliverables

User says: "These are for client Acme: draft deck, final deck, feedback notes, invoice March."

Skill guides: Propose a client-first or date-first pattern, define status tokens, and show names such as 2026-03_acme_invoice.pdf and 2026-03-18_acme_deck-final_v01.pptx, while asking the user to confirm dates before renaming.

Example 3: Unsafe Bulk Rename Request

User says: "Can you scan my Documents folder and rename everything?"

Skill responds: Decline filesystem scanning and bulk renaming. Offer to work from a pasted sample list instead, create a naming card, and recommend a backup plus manual review.