Renaming PDFs & Downloadable Files

Renaming PDFs & Downloadable Files

Effective Date: February 1, 2026   Last Updated: February 1, 2026

Hibu Policy

All PDFs and downloadable files uploaded to Hibu One must be renamed using a standardized, descriptive naming convention that prioritizes file subject and context before the business name. This ensures files are easy to scan, sort, and locate within the Media Manager and by users.

For additional context, see: Renaming Image File Names

Renaming PDFs & Downloadable Files: At-a-Glance

Core Naming Principle

At the core, all client-supplied or Hibu-added downloadable files—including PDFs and other supported formats—must include the file’s subject or purpose, the business name, and a page reference and/or number when applicable.

Why File Naming Matters

Downloadable files are indexed by search engines and surfaced within the Media Manager. Each file is treated as a standalone, searchable document, meaning its name helps signal what the file contains before it is opened. Files with generic or unclear names reduce visibility, slow file selection, and create unnecessary friction during site updates.

Well-structured file names support:

• Faster file discovery in the Media Manager
• Clearer, more meaningful download buttons for site visitors
• Better internal organization across pages and file types
• Improved search visibility for indexed documents

Poor vs. Descriptive File Names

These examples show how downloadable files appear in the Media Manager when file names lead with the business name. When filenames are truncated, it becomes difficult to distinguish between similar documents.

Files with unclear or generic naming force users to open each file to understand its contents, slowing selection and increasing friction during site updates.

Why the Naming Order Changed

Previously, downloadable files were commonly named with the business name first. While consistent, this approach created a usability issue when browsing or searching files in the Media Manager.

When file names are truncated in tile or list views, the most important information—the file’s subject or purpose—is often hidden.

Improved Scanability with Subject-First Naming

These examples show the same types of files renamed using the updated, subject-first naming convention. Leading with file context makes it easy to identify documents at a glance, even when filenames are partially truncated.

Leading with file subject ensures:

• Related documents group together naturally
• File purpose is immediately visible
• Files are easier to scan and differentiate

Pro tip: When viewing files in the Media Manager, long filenames may be truncated in tile view. Switching to list view displays more of the filename, making it easier to distinguish similar documents.

File Formats & Conversion

• Preferred format: PDF
• Other accepted formats (converted to PDF when possible): doc, docx, xls, xlsx, ppt, pptx, psd, zip, xml, mp3

Conversion rules:

• Hibu will convert supported files into PDF prior to upload when possible.
• Hibu will not edit client-supplied files before conversion.
• Hibu will not create new PDFs on behalf of clients.

Files that cannot be converted must still follow the same naming standards.

File Naming Standards

All downloadable files must follow these standards:

• Use lowercase letters and hyphens
• Do not use spaces, underscores, or special characters
• Keep filenames concise and descriptive
• Do not include legal suffixes (Inc, LLC, Corp, etc.)
• Lead with the file’s subject or purpose
• Place the business name at the end of the filename

File Naming Standards

All downloadable files must follow these standards:

• Use lowercase letters and hyphens
• Do not use spaces, underscores, or special characters
• Keep filenames concise and descriptive
• Do not include legal suffixes (Inc, LLC, Corp, etc.)
• Lead with the file’s subject or purpose
• Place the business name at the end of the filename

Examples

• automotive-services-form-mikes-automotive.pdf
• dinner-menu-joes-italian-bistro.pdf
• hardwood-floor-faq-juniors-flooring-and-tile.pdf
• rental-agreement-madison-hardware.pdf
• new-patient-intake-form-dr-lou-reed.pdf

Fair Use Rules

Per the Fair Use Content Policy:

• A site may include up to 50 PDFs or other downloadable files total.
• Files may be placed on individual service pages or grouped on a dedicated downloads page.
• Multiple files may be added to a single page, but the site total may not exceed 50.

Notes & Clarifications

• Downloadable file names are what appear in download buttons (e.g., “Download [File Name]”).
• File numbers do not need to reflect display order on the page.
• The Hibu design team is responsible for renaming uploaded files to match naming standards.
• Track total file count against the 50-file site maximum.