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Before you start
- Folder Rules from Microsoft Store on Windows 11 24H2 or later, x64. Automatic actions need an active trial or full license; Preview can be used during setup.
- A test folder on a fixed local NTFS drive outside cloud/sync folders and network shares. Check File system in the drive's Properties in File Explorer.
- A copied invoice PDF named invoice-example.pdf, plus an unrelated JPG that should stay untouched.
Using the free trial? You can prepare rules and use Preview before its seven-day timer starts. Activating a valid, ready rule or resuming automation with one starts the shared period; Pause and closure do not stop the clock. How the free trial works.
Follow these steps
Choose the sample folder
In Folder Rules, select Choose folder and choose the test folder. Select Add rule and enter a Rule name such as Mark reviewed invoices.
Match the original names only
Set Item type to File and enter pdf in File extensions (optional). Under More conditions, enter invoice* in Name pattern (* and ?). The asterisk matches the rest of the name. Leave Include subfolders off.
Add a prefix
Under Do this, choose Rename. Set Name adjustment to Add text at the start. Enter Reviewed- in Text to add at the start. Set If the name already exists to Keep both. Renaming changes the name in the current folder; it does not need a destination.
Choose Rename and enter the prefix. Enlarge image. - Choose Rename.
- Enter the text to add before the filename.
Check the preview, then save
Select Preview. Only invoice-example.pdf should match; the JPG should not. Choose Save rule when correct. Saving checks matching files already present as well as new arrivals.
Check the planned filename before saving. Enlarge image. Open the renamed files
Check Activity and the folder. With no name conflict, the PDF should now be Reviewed-invoice-example.pdf. Open it and check its pages. The JPG should keep its name. Pause the app or switch off this test rule when finished.
Check your result
- Only the intended PDF was renamed; the JPG stayed untouched.
- The new name begins with Reviewed-, so it no longer matches invoice*.
- The renamed PDF opens with the expected contents, and Activity has no unresolved outcome.
If you need more help
Why the name pattern matters
A rule that matches every PDF can still match a file after adding a prefix. This example requires a name beginning with invoice. Reviewed-invoice-example.pdf no longer begins that way, so the rule will not keep adding Reviewed- on later checks.
When adapting the example, choose conditions that exclude the finished name. Preview again after changing the pattern or adjustment; do not use your only copies as the test.
If the new name already exists
Keep both chooses an available different name instead of replacing the existing item. Read Activity and inspect the actual result rather than assuming a fixed numbered suffix.
If you choose Skip instead, a conflicting item can remain with its old name. Check the outcome before repeating the operation.
If the intended rule does not run
Every condition must match, and an earlier matching rule controls the action. Check the rule order, extension and name pattern, then inspect Activity for a waiting or unsupported-item reason.
Use Add text at the end or Prefix with last modified date only when that is the naming result you need. Test the chosen adjustment separately instead of combining an untested naming change with other folder work.
Need the app?
Folder Rules. Check requirements and download options.