How to rename scanned documents by date on Mac

What this does

Most scanners save files with a generic name like “Scan001.pdf” and a timestamp for when it was scanned, not the date on the actual document. This rule renames every incoming PDF using the date it finds inside the document’s own text, so a stack of scans sorts into the right order by filename alone, without you renaming a single one by hand.

What you’ll build

A rule that matches every PDF, then renames each one using the date found inside it.

Open the rule editor

This walkthrough happens inside FilesAutomator itself, so install it from the Mac App Store first if you have not already, then open it. In its toolbar, choose Add, then New Automation Rule.

Name the rule and choose a folder

Name it something like “Rename my scanned documents by date” and use Add Folder to choose your scanner’s output folder.

Build the condition

Add a single condition: Extension is pdf.

FilesAutomator

Add the action steps

Step 1: Rename

Choose Add Step, then Rename. In “New name, built from the parts below”, use Add Part, then Date, then Full date: y-MM-dd. Change that chip’s source to Date found in the file’s text. Add Part again, choose Text, and type an underscore. Add Part once more and choose Original name, so the scanner’s own filename still follows the date rather than being lost.

FilesAutomator

Turn it on

Select Create Automation Rule, then switch the rule on. Every scan that lands here from now on gets a proper, sortable name automatically.

A faster way

The template gallery inside FilesAutomator already has this rule ready to install, named Rename scanned documents by date.