File naming
Scan and Download File Naming Examples
Naming examples for scans and downloads so PDFs, screenshots, receipts, forms, and portal exports stop piling up as mystery files.
Start with this rule
Rename scans and downloads immediately with date, document type, source, and topic. The file name should replace the useless portal or scanner default.
Better names to copy
Avoid
scan0007.pdfUse
2026-04-18 - scan-passport-renewal-form.pdfThe scan gets a job.
Avoid
download (3).pdfUse
2026-04-12 - statement-bank-checking.pdfDownloads need source and type.
Avoid
screenshot 2026-04-01.pngUse
2026-04-01 - screenshot-subscription-cancelled.pngPurpose beats app default.
Avoid
document.pdfUse
2026-03-22 - letter-municipality-parking-permit.pdfLetters need sender and topic.
Avoid
export.csvUse
2026-03 - export-bank-transactions.csvExports need scope.
Rules that keep it useful
- Rename before moving the file out of Downloads.
- Use the sender or source when it helps future search.
- Name screenshots by what they prove.
Why this works
- Renaming at intake prevents mystery files.
- Sources make official documents easier to trust.
- Screenshots become evidence instead of clutter.
Common mistakes
- Renaming later instead of at capture time.
- Saving screenshots with no reason in the name.
- Keeping portal defaults that only made sense to the portal.
Related templates
Read the system
Dropbox Features You Should UseOnline-only files, file recovery, document scanning, and automations most people ignore.Naming ConventionsYour file name is more important than your folder. Here's the system that makes finding predictable.Viewing Your FilesGrid is bad. List is good. Column is great. Make column view easy to use.