Folder monitoring

Folder monitoring and automatic renaming

Let folder monitoring handle repetitive renaming. Downloaded reports, imported assets, and incoming documents can follow the same naming instructions as they arrive.

Read the setup guide

New names require your approval by default. Basic fixed rules can run automatically; real-time AI monitoring and recursive subfolder monitoring require the advanced license.

Workflow example · Fixed rules

Downloads / Work

New file arrives

report draft.csv

Spaces → underscores

report_draft.csv

Pending review

Set up folder monitoring

Choose a folder
Select a local folder, include subfolders if needed, and exclude unwanted files.
Set rules or AI instructions
Reuse a rule set or describe how incoming files should be named.
Choose manual or automatic renaming
Approve new names in Run Logs, or turn on automatic renaming.

Two ways to name files

Fixed rules

Add rules or import favorites, combining replacements, numbering, and other steps in order. You can also have AI generate rules, preview them, and add them to the task. The resulting rules run locally, and basic fixed-rule monitoring is available on the free plan.

Example: report draft.csv → report_draft.csv

Real-time AI

Describe the name you want. Your configured model suggests a name when a file arrives. Real-time AI monitoring requires the advanced license; enable content access separately if names should use text or images. Background tasks do not ask follow-up questions.

Example instruction: Extract the project name, preserve the extension, and do not invent missing details.

File filters and run logs

Choose what gets processed

Include subfolders, ignore hidden files, and exclude names using * and ? wildcards; recursive subfolder monitoring requires the advanced license. Processing waits until file writes settle.

Manual approval or automatic renaming

New tasks do not rename files automatically by default. Confirm suggestions in the activity log or enable automatic renaming in task settings.

Check the outcome

See pending, successful, skipped, and failed operations. Completed renames are saved in history; undo depends on the current state of the files.

Before you start

Incoming files, not an initial folder sweep: New, moved-in, and renamed files trigger processing. Content-only edits do not. Use the home screen to batch rename files already in the folder.
Keep the application running: Allow the uTools plugin to remain in the background. The desktop app can launch at login. Fully quitting the app or plugin stops monitoring.
Existing files are not overwritten: An occupied target name prevents the rename. A file that changes during processing or a stale suggestion may not be applied; check the log for the reason.
AI service and file content access: Real-time AI monitoring requires the advanced license and sends naming information to your configured model service. If content access is enabled, extracted text or images may also be sent. Model charges come from that provider, and this content is not saved in monitoring logs.

Start with one familiar folder

Try a new file, check its suggested name, then decide whether to apply future names automatically.