Renaming files differs in cloud-based tools like Notion or Airtable compared to desktop file managers. In these apps, "files" are typically uploaded objects (PDFs, images, documents) stored within the platform or linked from cloud storage like Google Drive. You can edit the display name or caption associated within the app, but this usually doesn't change the original filename stored externally. Renaming provides a contextual label inside your workspace without altering the source file elsewhere.

For instance, in Notion, you can upload a PDF to a page, then click its name directly on the page preview to change how it's labeled within Notion. Similarly, Airtable allows renaming the display title of an image or document attached to a record within its file attachment field column. This functionality is common across many productivity platforms, including project management tools and wikis like Coda, whenever files are embedded or attached.

This integrated renaming offers convenience for workspace organization but has limitations. The edit is confined to the app; the original file name in your cloud storage (like Drive or Dropbox) or on your computer remains unchanged. While great for clarity within your project, this separation can create minor confusion if versions differ. Collaboration is smoother, however, as teammates see the updated contextual name.