The three intake channels before the import
Almost every office has three sources feeding PDFs into the DMS: the scanner, which drops its output into a fixed folder on the server; mail attachments that someone saves by hand into a collection folder; and portals run by suppliers, insurers or banks, from which documents are downloaded every month. All three deliver names the sender chose or the device numbered sequentially. Before you think about an import profile, consolidate these channels into one intake folder each. Filery works folder by folder, and a cleanly separated intake is what makes a batch run worthwhile.
Set up once: match the naming pattern to the import profile
This work happens exactly once. Check which index fields your system expects at import: in ecoDMS, DocuWare or a SharePoint library those are usually document type, date and business partner. Build the same fields into your naming pattern. Putting the date first in YYYY-MM-DD format has proven itself, because the folder then sorts chronologically on its own. Also decide which document types may exist: a short fixed list carries further than one that grows with every new document. After that, daily work is nothing more than picking a folder and reviewing suggestions.
The batch run: four steps that become routine
One pass looks like this: open the intake folder in Filery, let it analyse the batch, walk the list, confirm. The app shows the proposed new name next to the old one for every file. For documents with a clear letterhead the suggestion is usually right; for scans with handwritten additions or a crooked feed you correct individual fields. Only the confirmation triggers the actual rename. What follows stays the route you already have: drop the folder onto the DMS watch folder, start the import client, or upload through the web interface. For thirty documents the part before that takes minutes.
What the filename does in the DMS, and what it does not
A filename does not replace index fields. If your system searches by document number or cost centre, that value has to sit in the field. The benefit is elsewhere: many import profiles read parts of the filename and distribute them across fields, provided the name follows a fixed separator scheme. That is exactly what a consistent pattern is for. And even where nothing is parsed, the name helps with every check you make anyway: in the import preview, in the error list of failed runs, in the system's recycle bin. A screen full of Document (3).pdf cannot be reviewed; a list of date, sender and type can.
Legacy stock, daily intake, and how content is handled
Keep legacy stock and daily business apart. A drive holding eight years is its own project: work forward folder by folder and judge after the first hundred files whether the pattern holds. The renaming history shows what changed in which run. Because DMS imports often involve sensitive material, here is the point without sugar-coating: Filery reads the PDF on your computer and transmits the content encrypted for AI analysis. Only the recognised details come back, the renaming happens again in your device's file system, and the files are not stored permanently. If you want your own keys, use the Custom plan.
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