Auto-rename insurance policies as PDF

An insurance contract builds a small paper mountain over the years: the original policy document, an endorsement after every change, annual premium invoices, adjustment notices. They all look alike and they are all called something with policy in the downloads folder. Filery Rename reads carrier, line of cover, policy number and start date from the document and keeps the papers of one contract together.

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Before & After

Nachtrag_Police.pdf 2024-01-01_Allianz_Haftpflicht-Police_VS-112233.pdf

Four document types that look confusingly alike

An insurance folder holds policy documents, endorsements, premium invoices and notices of premium adjustment. The policy document is the instrument evidencing the contract. An endorsement replaces it after each change and is itself a full policy document again. The premium invoice only says what is due and is no evidence of cover. For filing this means the document type has to be in the name, or in a claim nobody knows which of eight documents is the current version. The bracket across all four is the policy number — it stays the same for the entire life of the contract.

Why Nachtrag_Police.pdf becomes a policy document

The old name was a guess made while saving; the new one comes from the document. Reading it out reveals what it is: the policy document for personal liability cover with Allianz, policy number VS-112233, effective from 1 January 2024. That becomes 2024-01-01_Allianz_Haftpflicht-Police_VS-112233.pdf. The line of cover deliberately precedes the document type, because in the folder you search for liability, not for policy. The policy number at the end is the key under which the carrier keeps the contract — and the number you are asked for first on every call.

Three dates on one policy

A policy states the inception date, an issue date and the main renewal date, and endorsements add the point from which the change applies. What belongs in the name is the start of effectiveness, because that decides which version applied at the time of a loss. The issue date often lies weeks before or after and leads you astray. Filery recognises the dates in the document; which one lands in the pattern is your choice. For fixed-term commercial policies some people add the expiry year as well, because notice usually has to be given three months before expiry.

Cover, carrier and the split between private and commercial

The line of cover is usually in the header or directly under the policy number: liability, contents, buildings, legal expenses, commercial liability, motor. It is the field people actually search by. The carrier is the second ordering attribute, particularly where the same cover has changed hands over the years. Private and commercial contracts are best kept in separate folders, because they are retained for different lengths of time and needed in entirely different contexts — one for tax, the other in a claim. A fixed field in the pattern per folder is enough for that.

In a claim, what counts is which version applied

When a loss occurs, the right policy is not the newest one but the one in force at the time of the loss. That is exactly why the effective date sits at the front and no document is overwritten when an endorsement arrives. With the folder sorted chronologically, you read the development of the contract from top to bottom: policy document, two endorsements, the premium adjustment, the current state. The call to the carrier then starts with the policy number already visible in the filename, rather than with opening four files.

What happens to the contract documents

Filery reads the PDF on your device and transmits the text content encrypted for AI analysis; only the recognised fields such as carrier, cover, number and date come back. The renaming then runs on the device again, and the policies themselves are not stored permanently. Brokers and managing agents who handle other people's contract documents are well advised to run the analysis on the Custom plan at 5 euros a month with their own API keys, since that keeps them inside their own contractual relationship with the AI provider. The preview shows each suggestion first.

FAQ

When it is named in the document, yes — and that is the normal case, because the cover defines the contract. It gets ambiguous with bundled contracts combining several lines in one policy document. There you should store your own short label in the pattern.

Many policies consist of two pages of contract data and forty pages of conditions. That is uncritical for recognition, because the relevant details are at the front. If you want the conditions filed separately, save them as their own file with their own document type.

Yes, provided they carry their own document type in the name. They belong to the contract in substance but are no evidence of cover — and that is exactly what has to be visible at a glance in a claim.

With OCR switched on, yes. Older policy documents are often tightly typeset and printed with frames and shaded panels, which makes recognition harder. Policy number and carrier usually come through; the inception date is better checked in the preview. The policy document stays the main file.

Related topics

Batch rename PDF invoices
Organize and rename contract PDFs
Rename documents after scanning

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