An illustrative example: a manager asks for a project proposal. The folder contains “Document”, “New document” and “Document new”. Each author remembers their own file. Everyone else joins a puzzle with no prize.
A filename is a short clue for someone seeing it for the first time. Online storage—a shared place for files accessed through the internet—helps collaboration, but does not invent useful names for the team.
Choose the details people actually search for
Ask colleagues how they describe the material they need: a project proposal, meeting minutes for a date or instructions for a particular role. Those clues belong in the name.
Start with document type, a clear project label and a date when it distinguishes events. For example: “Proposal — Training project — 2026-10-28”. This is an illustrative example, not a recommendation to use one scheme for every document.
Do not pack the whole customer record into a filename. Long names are hard to read, particularly on phones. Keep personal details, passwords and terms that outsiders should not see out of file names.
Agree the meaning of date, language and status
If you use a date, define whether it means the meeting day, reporting period or approval date. Year-month-day makes sequential comparison convenient, but consistent meaning matters more.
For a team in Kyrgyzstan, label the language where translations coexist. “Instructions — Manager — Қазақша” is clearer than two identically named files. A label alone does not prove a translation is current.
Add “approved” under an agreed rule and after a real decision. A name does not replace acceptance confirmation or access permissions. See the separate article about current versions.
Applying the rule in Bitrix24
Bitrix24 can serve as a shared working environment with files and tasks. Drive supports renaming and searching by name; available actions depend on permissions. The official instructions describe this.
Before bulk changes, test one training file: can you rename it, find part of its name and open it through the working link you use? Separately test external connections if they depend on a path or name. Do not assume renaming is safe for every integration.
Check features, retention restrictions and permissions for your edition and plan. If suitable storage already exists, test the rule there first.
Test names through someone else’s eyes
Ask a colleague to find three training documents without the author’s help. Record the words they search for and where confusion arises. Refine the rule from those observations rather than its appearance on paper.
Assign a rule owner and start with new documents in one workflow. Handle the old archive separately: renaming thousands of files should not halt current work.
QQDev implements Bitrix24 and trains teams. The implementation page is a place to discuss storage and search even if materials currently live in folders and messages. Bring an anonymised example of something employees regularly cannot find.