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Guide

Tidy business files: naming rules and a monthly AI clean-up

Ema, a Kailiniai hero

For this guide and its prompts we recommend:

  • Gamma turns your folder structure and naming rule into a one-page map the team sees first. Free plan (source)

Offers checked 21 Oct 2026

You can now rename a messy folder at once.

One folder structure, naming rules, a renamed and sorted folder, old media archived and a monthly clean-up prompt.

Adam, a Kailiniai hero

What you need

Sandra, a Kailiniai hero
  • Any AI chat assistant and a shared document
  • A desktop AI assistant with folder access, set to rename and move only
  • A cloud storage folder and a cloud backup service
  • A calendar for the monthly reminder
  • Gamma for the folder map
  • GammaA laid-out deck or page from an outlineFree plan

Steps

  1. Write the naming rules

    One rule for every file: date first, then client or topic, then what it is, then version. Write it down with three examples, so everyone names files the same way.

    Before

    final FINAL photo new(2).jpg

    After

    2026-10-21_bakery-lane_shop-front_v2.jpg

  2. Back up before any bulk change

    Make a full copy of the folder before you rename anything. Check the copy opens, then start.

  3. Rename and sort one folder with AI

    Give a desktop assistant access to one folder only and allow it to rename and move, never to delete. Ask it to show the plan as a list first, approve it, then let it run. Check a sample of files afterwards.

    Weak

    Clean up my files.

    Better

    In this folder only, propose new names following my rules and a target subfolder for each file. Show the list as old name, new name, folder. Do not rename, move or delete anything until I approve.

  4. Archive old videos and photos

    Move large media you no longer use day to day to a cheaper backup or archive. Before you remove anything from the main folder, check the archive copy opens; regenerated drafts can go, unique originals stay archived.

  5. Set a monthly clean-up

    Put a monthly reminder in your calendar with a saved prompt that lists files breaking the naming rules and media older than a set date. A person approves every change.

The full instruction

Copy it into any AI chat assistant and change only the first line.

Change only this line: BUSINESS = [a wedding photography studio]

You help me tidy the files of my BUSINESS with naming rules and one folder structure.

First ask me, one question at a time: what kinds of files I have (for example quotes, invoices, product photos, videos, client briefs). Then I paste a list of file names from one folder.

Do three things:
1. Propose one folder structure of at most two levels.
2. Write naming rules: date, client or topic, what it is, version, with three examples from my list.
3. For each pasted file, show old name, new name and target folder as a table.

Do not suggest deleting anything. Mark files you cannot place with [ASK ME?]. I will back up the folder before any change.

Start with the folder structure.

Paste your material below this line:

What you end up with

One structure, clear naming rules, a renamed and sorted folder with a backup behind it, old media archived and a monthly clean-up that a person approves.

Common mistakes

  • Bulk renaming without a backup.
  • Giving an AI tool the right to delete files.
  • Removing originals before checking that the archive copy opens.

Processes that need more than one tool

Thomas, a Kailiniai hero

Each process below uses several tools, each for the job it does best. Any AI chat assistant works where one is named.

  1. Naming rules

    Tools, in order: any AI chat assistant → a shared document

    1. Ask the chat assistant for naming rules and a two-level folder structure based on your real file names.
    2. Write the rules with three examples in a shared document everyone can open.

    The prompt for this process

    Here are 20 real file names from my business folders: [paste].
Kinds of work I do: [list].

Propose one folder structure of at most two levels and one naming rule: date, client or topic, what it is, version. Show three of my file names renamed as examples. Keep it simple enough that a new colleague follows it on day one. Ask me one question if a file does not fit.

Start with the folder structure.

  2. Rename and sort a folder

    Tools, in order: a desktop AI assistant with folder access → a cloud storage folder

    1. Back up the folder, then give a desktop AI assistant access to that one folder only, with rename and move rights and no delete rights.
    2. Approve its list of old name, new name and target folder, let it run and check a sample in your cloud storage folder.

    The prompt for this process

    You have access to one folder: [folder name]. You may rename and move files. You may never delete anything.

My naming rule: [paste]
My folder structure: [paste]

First, show a table: old name, new name, target folder. Do not change anything yet. Mark files you cannot place with [ASK ME?]. After I approve, make the changes and then list every file you touched.

Start with the table.

  3. Archive old videos and photos

    Tools, in order: a cloud storage folder → a cloud backup service

    1. List large photo and video files you have not used for a set time in your cloud storage folder.
    2. Copy them to a cloud backup service, check the copies open, and only then remove them from the main folder yourself.

    The prompt for this process

    Here is a list of large media files with size and last-used date: [paste].

Sort them into three groups: keep in the main folder, archive (unique originals), and drafts that can be made again. For each file, give one line of reason. Do not tell me to delete originals; for every archived file, add a step to check the copy opens before anything leaves the main folder.

Start with the archive group.

  4. Monthly clean-up reminder

    Tools, in order: a calendar → any AI chat assistant

    1. Set a monthly reminder in your calendar with a link to the saved clean-up prompt.
    2. Paste the month's new file list into the chat assistant and approve each suggested change yourself.

    The prompt for this process

    It is my monthly file clean-up. My naming rule: [paste]. My folder structure: [paste].
Files added this month: [paste names and folders].

List files that break the naming rule, with the corrected name, and files in the wrong folder, with the right one. List media older than [date] as archive candidates. Suggest no deletions. Keep the answer to one table I can approve row by row.

Start with the table.

  5. Share the folder map

    Tools, in order: Gamma → a cloud storage folder

    1. Make a one-page folder map in Gamma: the structure, the naming rule and three examples.
    2. Save it at the top of the shared cloud storage folder so everyone sees it first.

    The prompt for this process

    Write a one-page folder map for my team, to build in Gamma.

Folder structure: [paste]
Naming rule: [paste]
Examples: [paste three]
Who to ask: [name or role]

Write: a title, the structure as a simple tree, the naming rule in one line, three examples, two rules (back up before bulk changes, AI never gets delete rights) and who to ask. Plain words only.

Start with the title.

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