A descriptive, properly named file allows users to learn more about the content of a document without having to open it. Metadata fields can be further leveraged by setting up standardized naming conventions for a document schema. All files will be renamed according to the configured naming pattern once the file is added to the library.
For example, 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 such as PO-82749204.pdf. As 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.
Custom naming patterns can be added to all schema types: electronic records, electronic documents, and offline documents. Only the current version of the document will be renamed if custom file naming is enabled after documents have already been added to the schema.
IMPORTANT: If a metadata field does not have a value and it is used in the naming pattern, the renaming of the file name will be skipped until a value is entered into the metadata field.
IMPORTANT: The maximum number of characters in a document name is 100. Custom naming will not create a name longer than 100 characters regardless of the contents of the fields that are used to make the custom name. This limit is in place to reduce the risk of conflicts with filename and path length limits in Microsoft Windows. The maximum size of the filename and path in Windows is 260 characters. This means that the longest path that will avoid conflict with Window's limit when making a local copy of a document from the document management system is 160 characters. The user will see an error message if the limit is exceeded.
The following reserved characters cannot be used in file names:
- < (less than)
- > (greater than)
- : (colon)
- " (double quote)
- / (forward slash)
- \ (backslash)
- | (vertical bar or pipe)
- ? (question mark)
- * (asterisk)
To set custom file naming
- In the Web Client, go to Administration Panel > Library Configuration > Document Schemas > Schema Name > Step 5 Custom Naming.
- Alternatively, in FDA go to Administration > Manage Schemas > Schema Name > Custom Naming tab.
- Select the Automatically rename files using the custom file naming pattern settings option.
- If you do not want custom naming, select the Do not rename files option.
- In the Custom File Naming Pattern Setting area, select one of the following options on how to manage blank spaces:
- Leave blank spaces
- Replace blank spaces with an underscore (_)
- Replace blank spaces with a hyphen (-)
- In the File Name Prefix field, enter a prefix (up to 15 characters) for the filename. For example, if you are setting up a purchase order, you can set this to P.O.
- In the Constant column, set how values will be separated. The default is underscore (_). The maximum length is 3 characters. Illegal characters are: "/", "\\", "|", ":", "*", "?", "\"", "<", ">".
- In the Profile Field column, select a metadata field, a system value such as document version, owner, FileHold ID, created on date and so on, or a custom text string. All metadata fields for that schema will appear in the list. System values include:
|Document version||The version number of the document.|
|Owner||The user who added the document into the system.|
|Document Id||The FileHold ID number.|
|Created on||The date the document was added to the library.|
|Last modified date||The date that the document was last changed.|
|Size||The size of the file in bytes.|
|Original filename||The name of the manually entered file name. If this name is changed manually in the metadata pane, the original filename also changes.|
- In the Field Mask field, enter how the Profile Field will be formatted. See the tables in Input Masks for Data Controls for rules.
- In the File Suffix Name field, enter a suffix up to 30 characters in length.
- Click Refresh to see the sample naming pattern.
- Click Next in the Document Schema Wizard to configure Auto-Filing.
Input Masks for Data Control
Input masks provide a set format for data entry in a field by using characters and symbols. When you apply an input mask to a field, anyone who inputs data in that field must follow the specific pattern defined by the input mask.
The rules for setting field mask values based on the type of metadata field being used in a particular section of the naming structure can be found in the table below.
For Metadata Fields of Type Text, Drop Down Menu,Schema Name, Owner
|R(number of limiting characters)||Specifies rightmost characters in a string. Enter the number of character to limit the field by. For example, if you are limiting a text field with the value of FileHold, a field mask of R3 would display "OLD" in the file name.|
|L(number of limiting characters)||Specifies leftmost characters in a string. Enter the number of character to limit the field by. For example, if you are limiting a text field with the value of FileHold, a field mask of L4 would display "FILE" in the file name.|
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.|
|-||Places “”(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.|
Custom Text Strings
A custom text string is a 3 character maximum field used to separate the metadata field values in a custom naming string. For example, a custom naming pattern is set to:
invoice number (metadata field) - INV (custom text string) - customer name (metadata field) = 1254889-INV-ABCCorp.pdf