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Name and file documents automatically

Set the naming convention IQ applies to analysed documents, and the folders every new entity is given.

Screenshots are retaken from IQ Entities on every release. Updated 14 October 2026.

A document library stays usable only if everyone names and files things the same way, and in a group of any size nobody does. Two settings take that out of people's hands: a naming convention IQ applies when it analyses a document, and the folder structure every new entity is created with. Set both before the first bulk upload, so the library starts tidy rather than being tidied later.

Set the naming convention

  1. Click your name at the foot of the main sidebar, choose Administration, then Document Naming.

  2. In Convention template, write the pattern as free text: Entity for the company, document name for the title and yyyy.mm.dd for the date. Entity - document name yyyy.mm.dd names the articles of a company "Acme Holdings - Articles of Association 2022.04.22".

  3. Click Save. From then on, when IQ analyses a document it renames the file to follow the convention, for everyone in the organisation. The file extension is kept, and every rename is recorded in the audit trail.

If your team already has a convention, click Infer from a sample document and pick a file that is named correctly. IQ works out the convention from the file's name; the document itself is not uploaded.

Choose the folders a new entity gets

  1. In Administration, open Folder Structure. The Templates tab shows the folders created for a new entity in the jurisdiction chosen at the top.

  2. Leave the second picker on All entity types to change the folders for every new entity in that jurisdiction, or choose an entity type to change them for that type only.

  3. Point at a folder and open its actions to Rename it, add a New subfolder, move it to the top level, or choose Don't create for new entities. You can also drag folders to reorder or nest them, and double-click a name to rename it.

  4. Click New folder for a folder at the top level. Folders of your own are marked Added.

  5. Click Save.

Situation Where to change it
Every new UK company should have a folder for intercompany agreements Templates, the jurisdiction, All entity types
Only partnerships need a folder for partnership deeds Templates, the jurisdiction, the partnership entity type
A company already in IQ Entities needs a new folder The Entity Folders tab, which shows and changes an existing entity's folders

Tips from practice

  • The template applies to entities created after you save. Folders of companies already in IQ Entities are changed on the Entity Folders tab.
  • A shipped folder cannot be deleted, only left out with Don't create for new entities, so it is there to switch back on if your practice changes.
  • Agree the naming convention with whoever files documents before you save it; the next analysed document is renamed straight away.

Previous: Add your own document template. Next: Set up the minute book.

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