Practical advice
Name files clearly before asking AI to compare them
Make multi-document work easier to check by giving each source a stable, descriptive name before it enters the conversation.
The practical answer
Start with this principle
Clear filenames reduce ambiguity for both the AI and the person checking its answer. A good name identifies the document, version and date without exposing unnecessary personal data.
Do this in order
Three steps you can use today
Use a consistent pattern
Combine document type, subject, date and version, such as Supplier-Terms-2026-07-v2. Keep the pattern simple enough for the whole team.
Remove misleading versions
Move drafts and superseded files out of the upload set. If two versions matter, explain which is current and why the older one is included.
Ask for source references
Tell the AI to name the file behind each important point. Open the original and verify the passage before acting on it.
Copy and adapt
File naming convention
Rename before uploading, not after.
Pattern: YYYY-MM-DD_what-it-is_version
Examples:
2026-07-14_pricing-policy_v3.pdf
2026-06-02_supplier-terms_current.docx
2026-05-19_process-notes_draft.md
Avoid: final.pdf, final-FINAL.pdf, scan001.pdf, Document (2).docx
The AI reads the file name as a clue to what the file is. A file called
scan001 tells it nothing, so it guesses, and it guesses wrong.