Bulk Rename files and Folders on Windows - Compliance officers's Guide

Why file naming matters for Compliance Officers

After audits you may collect policies and evidence files named evidence1.pdf. Ambiguous names complicate audits and remediation. Adopt regulation_section_20251026_evidence_001.pdf to speed reviews and show compliance.

An Excel-first workflow helps you do this reliably: the app lists every file in a folder, you update the New Name column in Excel (manually or via simple formulas), then import and apply the bulk rename with a preview step.

Step-by-step: from listing to renaming

Step 1 — List your files

Drop your project_folder (e.g. "project_example") containing files.

Pro Tip: Rename each project folder with a clear date and description, like FILE_2025-10-28_ProjectName, to keep files searchable.

Step 2 — Open in Excel

In Excel you'll see the exported columns and an editable New Name column. You only need to update that column — either type names directly or generate them with formulas. The app manages the other columns behind the scenes to keep rows matched to files.

Step 3 — Build your new names

Use Excel to automate repetitive naming — for example, combine client, date and sequence into a pattern: =Client & "_" & TEXT(Date,"yyyymmdd") & "_" & TEXT(Seq,"000"). Excel handles sequences, padding, and date formatting so you don't type hundreds of names manually.

Step 4 — Validate and clean up

Quick checks catch the usual problems: duplicates and illegal characters. Use a helper COUNTIF to spot duplicates. The app also detects invalid or locked files during import/rename and will skip affected rows while creating a log so you can review them later. Temporary helper columns (e.g., Client or Notes) are fine while working — delete them before saving if you like.

Step 5 — Import, preview, and apply

Save the edited sheet and load it back into the app. You’ll see a clear before-and-after preview of each filename. Review the preview, then click Rename. The app applies the changes quickly and produces a log of any skipped items for your records.

Example naming templates

• Client_YYYYMMDD_Seq.ext → Smith_20251020_001.CR2
• Event_Location_Seq.ext → WeddingParis_20250918_012.JPG
• SessionType_Client_Seq.ext → Portrait_Sharma_015.CR2