How to Automatically Rename Files for Notion, Obsidian, and PKM Users Using AI

A Fast and Private Way to Rename Files for Personal Knowledge Management

If you actively use Notion, Obsidian, or any personal knowledge management system, your notes are probably well structured.

Your files usually are not.

PKM workflows collect files from everywhere:

• Research PDFs
• Screenshots
• Book highlights
• Lecture notes
• Scanned handwritten notes
• Web clippings
• Images added to notes
• AI generated reference images

Most of them arrive with filenames like:

• download (7).pdf
• Screenshot 2026-01-11.png
• image_42.png
• final_notes.pdf

These filenames slowly break even the best PKM systems.

In this guide, you will learn how to automatically rename files for Notion, Obsidian, and PKM workflows using AI, so your knowledge base stays clean, searchable, and future proof.

If you are new to AI Renamer, start here:

👉 What is AI Renamer?

Why File Names Matter in PKM Systems

Notion and Obsidian are powerful, but they do not solve file naming.

Even with good folder structures and backlinks, bad filenames cause problems:

• Search results become noisy
• Linked files lose context
• Vaults and databases grow messy over time
• Old files become hard to understand
• Reusing research takes longer than it should

A PKM system is only as good as the clarity of the files inside it.

An AI powered file renamer fixes this by generating descriptive filenames before files ever enter your Notion workspace or Obsidian vault.

How AI Renamer Helps Notion and Obsidian Users

AI Renamer analyzes the content of your files and suggests clear filenames automatically.

With AI Renamer, PKM users can:

• Batch rename files before importing them into Notion or Obsidian
• Rename PDFs, images, and text files based on content
• Keep everything private using Local Mode
• Apply consistent naming rules across research material
• Preview filenames before applying changes

AI Renamer works alongside your PKM system. It does not replace it.

Supported File Types for PKM Workflows

AI Renamer supports the formats commonly used in knowledge bases:

• PDFs: research papers, articles, book excerpts
• Images: screenshots, diagrams, photos, AI generated visuals
• Text files: TXT, MD, HTML, CSS, JS, and more

This makes it ideal for:

• Academic research
• Zettelkasten systems
• Digital gardens
• Study notes
• Long term knowledge archives

How to Automatically Rename Files for PKM (Step by Step)

1. Download AI Renamer

Download the desktop app for macOS or Windows:

👉 airenamer.app

Installation guides:

• How to Install AI Renamer on macOS
• How to Install AI Renamer on Windows

2. Choose Local Mode or Cloud Mode

Local Mode (recommended for PKM users)

• Runs fully on your device
• Files never leave your computer
• Unlimited renaming
• Ideal for private notes and research

Cloud Mode

• Uses built in AI models
• 1 rename equals 1 credit
• Useful for quick cleanup sessions

Both modes support PDFs and images used in PKM systems.

3. Add Your PKM Files

Drag and drop folders like:

• research-papers/
• screenshots/
• lecture-notes/
• book-highlights/
• reference-images/

AI Renamer scans the files and prepares filename suggestions based on their content.

4. Preview the AI Generated Names

Before:

• download (5).pdf
• Screenshot 2026-01-10.png
• file2563.png

After:

• sorting-algorithms-intro.pdf
• no-sugar-health-benefits.png
• reddit-subreddits-for-growth.png

You can regenerate or adjust suggestions before applying them.

5. Rename Everything in One Click

Click Rename All to apply the new filenames instantly.

Your files are now ready to be added to Notion or Obsidian without polluting your system.

Best File Naming Practices for PKM Users

Strong PKM filenames follow three rules:

1. Describe the topic clearly
2. Avoid generic words
3. Stay consistent

Examples That Work Well

• topic-context-type.pdf
• concept-diagram.png
• book-title-notes.pdf
• course-topic-lecture.pdf

AI Renamer helps enforce this automatically.

Using Custom Instructions for PKM Naming

Custom Instructions let you guide how files are named.

Example Custom Instruction for PKM

Paste this:

Rename files for a personal knowledge management system.

Use short, descriptive filenames. Focus on topic and context.

This keeps your vault or workspace readable long term.

Before and After Examples for PKM Users

Example 1: Research PDF

Before: download (7).pdf

After: green-tea-health-benefits.pdf

---

Example 2: Screenshot Reference

Before: Screenshot 2026-01-03.png

After: celiac-disease-treatment-options.png

---

Example 3: AI Generated Image

Before: ChatGPT Image Jan 11, 2026, 08_09_59 PM.png

After: no-sugar-health-benefits.png

---

Example 4: Lecture Notes

Before: final_notes_2026-01-09.pdf

After: cs101-algorithms-lecture-5.pdf

AI Renamer uses only what is visible in the file.

It does not identify creators, prompts, or tools.

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Frequently Asked Questions

Does this work with Notion and Obsidian?

Yes. As long as your files are in a supported format like PDF, PNG, JPG, or MD, you can rename them with AI Renamer first and then add them to Notion, Obsidian, or any other PKM system.

AI Renamer works before import. It does not connect to Notion or Obsidian directly. It simply renames the files on your computer so they are clean and readable when you add them to your workspace.

Is it safe for private notes?

Yes. Local Mode keeps all files on your device.

Can I batch rename hundreds of files?

Yes. Batch renaming is the core feature.

What happens to my files when I rename them with AI Renamer?

AI Renamer only changes the filename.

The file itself stays exactly the same.

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Keep Your PKM System Clean Without Manual Renaming

If your knowledge base contains files named:

• download (3).pdf
• Screenshot.png
• final_v2.pdf

You are not doing anything wrong. That is how files arrive.

AI Renamer gives Notion and Obsidian users a fast, private, and automatic way to rename files so knowledge stays usable long term.

Prepare your files before they enter your PKM system.

👉 Try AI Renamer: airenamer.app