A good file name is more than housekeeping. In InsightAI, a file's name sorts your Files list, shows your team what each document is, and controls how updates happen. A few minutes spent on a naming convention before you upload will save you hours later, especially once your Knowledge Base has hundreds of documents.
🏷️ Why File Names Matter in InsightAI
They organize your Files list. Documents are listed by name, so files with the same prefix appear together.
They control updates. If you upload a new file with the same name as an existing one, InsightAI automatically treats it as an update and replaces the old version.
📂 Start With a Category Prefix
Begin every file name with the department, product line, or topic it belongs to, followed by the document name. This keeps related documents together in your Files list.
Examples:
Retail - Account Opening ProcedureDeposits - Funds Availability PolicyCompliance - Reg Z OverviewCRA - Introduction,CRA - Policy,CRA - Procedure
👉 Choose your categories before you start uploading, and keep the list short so everyone uses the same ones.
🔄 Updating a Document? Keep the Exact Same Name
When a policy or procedure changes, upload the new version with exactly the same file name as the current one, then click Synchronize. InsightAI replaces the old file, so your Knowledge Base always reflects the latest version.
✅ Do: Keep version details (dates, "v2," "FINAL") out of the file name, so the name stays the same each time you update.
❌ Don't: Rename the new version, for example
Deposits - Funds Availability Policy 2026. InsightAI will see it as a new document and keep the outdated one too, so learners and AskAI may get conflicting answers.
💡 Tip: If several people maintain your Knowledge Base, use the Description field on the Configuration page to note who made the last change, for example: "Last updated by J. Smith, 10/26/2026."
👉 After you sync an updated document, open the related Collection and use the Author tab to re-author its Blueprints, so your Steps reflect the new content. See Collections and Blueprints for details.
✍️ Quick Checklist for File Names
Be clear: Anyone on your team should know what the document is from its name alone.
Be consistent: Pick one format, write it down, and share it with everyone who uploads.
Be specific: Avoid generic names such as
Policy.pdf,Scan_0042.pdf, orFinal Final.docx.Rename before you upload: Files often arrive with auto-generated names. Rename them first.
Stage your files: Gather and rename documents in a shared folder before uploading them to InsightAI.
📋 Sample Naming Convention
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What matters most is that everyone uses the same format every time.
🎓 See It in Action
Visit LemonadeLXP University for webinars and videos on InsightAI, or open the Help section (the ? icon in the top-right corner) inside InsightAI.