How do I set Custom Naming for a Document Schema?

As anyone in a high volume document environment knows a descriptive, properly named file allows users to learn much about the content of the document without having to open it. With FileHold, metadata fields can be further leveraged by setting up standardized naming conventions for a document schema. Let’s take a look at the document naming standards set for the Purchase Order schema.

For exmple, it is possible to have all documents that are added to the system associated with the purchase order schema have a naming convention that starts with a PO then will be followed a dash and then Purchase Order number. eg. PO-82749204.pdf. As any documents are added to the library and associated with the purchase order schema they will be automatically renamed according to this naming convention using the metadata that is associated with the document.

Go to the master list of document schemas by clicking on the Library Admin > Manage Schemas > Document Schemas menu option.
Click on the name of the schema that you want to define a custom naming standard for.
Click on the edit link to the right of System Managed File Naming caption. The document naming settings page will appear for this schema.
Select the Automatically rename files using the custom file naming pattern settings radio option. If not selected, all documents associated with this schema type will retain the name of the file at the time of upload.
Use the settings in this form to build a naming standard for this schema. Available settings include a naming prefix and suffix as well as the ability to use metadata value provided by end users when adding the document as part of the naming structure. There are also settings for how blank spaces can be handled.
Click the Refresh button for a preview of the naming structure.
The rules for setting field mask values based on the type of metadata field being used in this section of the naming structure are found at the bottom of this article. .
Click the Save button to save the naming structure and close the schema properties wizard.

For Metadata fields of type text, Drop Down Menu, Schema Name, Owner,

R	Specifies rightmost characters in a string. One R per character desired.
L	Specifies leftmost characters in a string. One L per character desired.

For Metadata fields of type Number, Currency, Version Number, Document No, Size

9	Optional digit placeholder.
.	Specifies the location of a mandatory decimal point.
0	Located left or right of a mandatory decimal point, forces padding with zeros.
( )	Places parentheses around the mask if the number is less than 0.
+	Places + in front of positive numbers, - (minus sign) in front of negative numbers.
-	Place " " (space) in front of positive, - (minus sign) in front of negative numbers.

For Metadata fields of type Date

d	Day of the month as digits; no leading zero for single-digit days.
dd	Day of the month as digits; leading zero for single-digit days.
ddd	Day of the week as a three-letter abbreviation.
dddd	Day of the week as its full name.
m	Month as digits; no leading zero for single-digit months.
mm	Month as digits; leading zero for single-digit months.
mmm	Month as a three-letter abbreviation.
mmmm	Month as its full name.
yy	Year as last two digits; leading zero for years less than 10.
yyyy	Year represented by four digits.