Applications are central to the merchant funding process. They contain essential information like business details, ownership structure, and requested amounts that help underwriters evaluate eligibility.
However, when Independent Sales Organizations (ISOs) send applications through email or shared inboxes, the files often come with inconsistent or vague names like “app.pdf” or “scan001.pdf.”
This inconsistency slows down intake, makes it harder to locate the right files, and can lead to errors during deal review.
Heron automates the renaming of applications by applying standardized naming conventions based on key extracted data, such as merchant name, date, and submission source.
Each document is renamed automatically during intake, creating instant clarity and eliminating the tedious manual task of labeling files.
By using Heron’s automated renaming, MCA brokers and funders can organize their workflows, improve collaboration, and accelerate decision-making with clean, consistent document handling.
Use Cases
- Standardize incoming file names: Heron automatically renames all incoming application files based on structured fields like merchant name, ISO name, and submission date.
- Prevent duplicates: When an ISO resubmits an application, Heron applies versioning rules (e.g., “v2”) to avoid overwriting or confusion.
- Simplify search and retrieval: Consistent file names make it easy for users to find applications within CRMs or shared folders.
- Enable clear audit trails: Each renamed file carries traceable identifiers for version control and compliance.
- Support multi-program funders: Heron tags program or region codes directly in filenames, ensuring files route to the right processing queue.
- Clean up legacy data: Teams can retroactively rename archived files to meet current naming standards.
These use cases replace messy manual labeling with automated, predictable file organization that saves hours of clerical effort each week.
Operational Impact
Automating file renaming leads to measurable operational improvements.
- Speed: Renaming happens instantly during intake; no need for manual edits.
- Accuracy: Names are generated directly from extracted merchant and submission data.
- Consistency: All application files follow the same format (e.g., “MerchantName_Application_YYYYMMDD”).
- Transparency: Every renamed file links back to a CRM record or submission ID.
- Scalability: Hundreds of submissions can be standardized automatically without additional staff.
Teams using Heron for renaming often reduce administrative workload by 60% and eliminate naming inconsistencies that slow down deal processing.
How Automated Renaming Works in Heron
Heron’s file renaming system is integrated into its intake and classification pipeline, meaning files are renamed as part of the automated workflow.
- Capture submissions: Applications arrive via shared inbox, portal, or API.
- Identify the document: Heron classifies which attachment is the application form.
- Extract key identifiers: The system pulls structured data such as merchant name, submission source, and received date.
- Apply naming rules: Heron automatically formats the filename based on a predefined schema (for example, “MerchantName_App_SubmissionDate.pdf”).
- Write back to system: The renamed file is stored and referenced within the CRM, replacing the original file name.
- Maintain version control: If a file with the same name already exists, Heron appends version or revision indicators (e.g., “_v2”).
This workflow guarantees that all application files are stored in an organized, consistent way from the moment they arrive.
Collaboration and Transparency
Automated renaming improves coordination between ISOs, funders, and underwriters.
- Easier broker follow-up: When brokers receive renamed confirmations, they can immediately identify which merchant the file belongs to.
- Streamlined communication: Clear file names reduce email confusion and back-and-forth about “which app” a message refers to.
- Underwriter efficiency: Reviewers can find and open the right files instantly, with no ambiguity.
- Reduced duplicate handling: Files are uniquely identified, so teams never review the same version twice.
- Improved tracking: Standardized filenames allow managers to track submission trends and version history across brokers.
This clarity minimizes friction at every step of the funding process.
Data Hygiene and Compliance
Standardized renaming isn’t just about organization; it’s also about maintaining compliance and audit readiness.
- Traceability: Every renamed file includes merchant identifiers that link directly to CRM entries.
- Audit logging: Each renaming action is recorded with a timestamp and user ID.
- Data security: Heron processes renaming in compliance with SOC 2 standards and stores audit logs securely.
- Reduced risk of misfiling: Automated naming rules prevent human mistakes that could lead to lost or misattributed documents.
- Regulatory alignment: Structured naming supports data retention and traceability requirements common in financial workflows.
These controls ensure clean data handling from the first touchpoint to funding.
Best Practices for File Naming Conventions
To maximize efficiency and clarity, teams can define standardized naming conventions for all application files.
- Include merchant name: The primary identifier for every file.
- Add document type: Use descriptors like “Application,” “BankStatement,” or “ID.”
- Use date format (YYYYMMDD): Standardize time-based organization for easy sorting.
- Add ISO or broker name: Helps track submission sources for reporting.
- Avoid special characters: Stick to underscores or hyphens for compatibility.
- Maintain consistency: Apply the same pattern across all document types.
Heron allows funders to configure these conventions easily within its admin settings.
Benefits of Using Heron for Renaming Applications
- Speed: Instant renaming during intake saves hours of manual effort.
- Consistency: Every application follows the same naming structure.
- Accuracy: File names are derived directly from validated data.
- Visibility: CRM-linked names make it easy to trace documents.
- Scalability: Works seamlessly across thousands of daily submissions.
Heron converts scattered document chaos into clean, navigable data pipelines that power faster, more organized operations.
FAQs About Rename for Applications
How does Heron determine the new file name for each application?
Heron uses structured data from the application form, like merchant name, submission date, and ISO source, to automatically generate a consistent filename format.
Can teams customize their naming conventions?
Yes. Funders can define custom naming rules and formats to match their internal standards or CRM structure.
What happens if two applications have the same merchant name and date?
Heron detects duplicates and applies version indicators like “_v2” or timestamps to maintain uniqueness without overwriting files.
Does Heron rename files from all submission sources?
Absolutely. Files received from email, portals, or API integrations are renamed consistently regardless of how they enter the system.
How does automated renaming improve audits and reporting?
Standardized filenames create traceable document trails, simplifying audit prep and allowing easier reporting by ISO, merchant, or submission date.
