Independent Sales Organizations (ISOs) submit deal packets containing many files: bank statements, IDs, applications, and financial statements. These documents arrive under inconsistent file names such as “IMG_1234.pdf” or “MarchStatement(1).pdf,” creating confusion and wasted time.
Manual renaming to standard formats like “Bank Statement – March 2025 – MerchantName.pdf” slows intake and increases human error.
Heron automates renaming for ISO submission packets by identifying document types and applying structured, rule-based names. Each file is renamed according to consistent conventions that reflect the merchant name, document type, and date range.
This improves traceability, reduces confusion, and allows underwriting teams to quickly locate the right document within each packet.
With automated renaming, every file becomes instantly recognizable, enabling smooth scrubbing, validation, and underwriting readiness.
Use Cases
- Apply standardized file naming conventions: Heron renames every document based on consistent patterns, such as “MerchantName – Bank Statement – March 2025.”
- Simplify document searches: Uniform file names make it easy for teams to locate specific files in shared folders or CRMs.
- Prevent duplicate naming errors: The system checks existing file names before renaming to avoid overwriting or confusion.
- Auto-rename incoming submissions: As new files arrive from ISOs, Heron immediately applies the correct format during intake.
- Link renamed files to CRM records: Renamed documents are automatically associated with the correct deal record or merchant ID.
- Support multiple naming rules: Funders can define unique naming templates for different ISOs or programs.
These use cases remove repetitive work and establish a reliable structure for every packet handled through Heron.
Operational Impact
Consistent and automated renaming of ISO submissions directly enhances organizational clarity and throughput.
- Speed: Files are renamed instantly without human input, allowing faster indexing.
- Accuracy: Eliminates mistakes like typos, inconsistent date formats, or missing merchant names.
- Visibility: Every document in the pipeline can be identified by name without opening it.
- Efficiency: Underwriters and intake teams spend less time hunting for files.
- Consistency: Every ISO submission follows the same file-naming format across all records.
Teams using Heron typically cut document organization time by over 70%, creating faster underwriting readiness and stronger compliance traceability.
Renaming Workflow in Heron
Heron’s renaming workflow integrates directly into the intake and classification stages.
- Capture submission packet: Heron receives the ISO packet from email or API and groups all attachments.
- Detect document type: Each file is classified (e.g., bank statement, ID, or tax return).
- Extract key identifiers: Heron identifies the merchant name, document type, and relevant dates or labels.
- Apply naming template: A predefined rule renames each file according to the funder or ISO-specific conventions.
- Sync results: Renamed files are uploaded or written back into the CRM or shared storage.
- Track rename history: All renames are logged for traceability and audit review.
This automated workflow guarantees every document is clearly named and linked to its deal record from the start.
Data Hygiene and Compliance
Consistent naming is more than cosmetic; it’s a critical part of operational hygiene and audit compliance.
- Audit traceability: Renamed files follow a pattern that clearly links them to deals, merchants, and submission dates.
- Error prevention: Reduces the risk of misfiled or lost documents.
- Compliance alignment: Supports data retention policies by standardizing how files are stored and retrieved.
- Multi-system consistency: Ensures identical names appear across cloud storage, CRMs, and underwriting systems.
- User accountability: Each rename action is timestamped and logged for review.
- Secure handling: Renaming happens within Heron’s secure, SOC 2-compliant environment.
Maintaining consistent file structures strengthens both internal and external data audits.
Collaboration and Broker Experience
Renaming automation enhances coordination between funders and brokers.
- Improved clarity: Brokers see standardized file names when resubmitting packets or receiving feedback.
- Reduced back-and-forth: Clear file labels eliminate confusion over which document is missing or incorrect.
- Shared visibility: Both sides can easily reference specific files during reviews or calls.
- Faster resubmissions: Correctly named files make it easier for brokers to replace or update documents.
- Simplified version control: Heron automatically appends version identifiers when duplicate files are detected.
These features create a shared language across teams, cutting down review cycles and miscommunication.
Implementation Best Practices
To maximize the impact of automated renaming, operational teams should define and test conventions early.
- Create a naming schema: Define patterns such as “MerchantName – DocumentType – MonthYear.”
- Engage key users: Align naming conventions between intake specialists, underwriters, and brokers.
- Test batch samples: Run small renaming pilots to confirm format consistency and compatibility with CRMs.
- Monitor rename logs: Regularly review rename actions for accuracy and compliance.
- Automate version control: Activate version suffix rules to prevent overwriting.
- Standardize ISO submissions: Encourage brokers to use clear merchant names in filenames before upload.
Following these steps produces clean, organized repositories that reduce rework across all queues.
Benefits of Using Heron for Renaming ISO Submission Packets
- Speed: Instantly applies standardized naming formats without manual effort.
- Accuracy: Removes inconsistencies and duplicates from file sets.
- Scalability: Handles hundreds of renamed files per day across multiple ISOs.
- Traceability: Every file name connects directly to the merchant and submission date.
- Professionalism: Creates cleaner audit trails and client-facing deliverables.
Heron transforms messy file uploads into organized, searchable records that keep underwriting operations running efficiently.
FAQs About Rename for ISO Submission Packets
How does Heron rename ISO submission documents?
Heron automatically applies rule-based naming templates that include merchant name, document type, and date. Each file receives a clear, descriptive name before entering the workflow.
Can we customize file naming conventions?
Yes. Heron allows teams to define custom naming rules for each ISO or program, ensuring compatibility with internal systems.
What happens if two files have the same name?
Heron adds version indicators, such as “_v2,” or timestamps to prevent overwriting and maintain record accuracy.
Does renaming affect file metadata?
No. Heron updates only the file name, preserving all metadata such as creation date, uploader, and classification type.
How does renaming improve auditing?
By using consistent naming conventions, auditors can instantly trace each document back to its source, merchant, and submission cycle, saving hours of manual lookup time.
