Are you tired of inconsistent file naming across your organization? Then file naming conventions might be a great solution for you! File naming conventions are used to standardize and automate file naming. See a step by step guide below:
Managers Only:
1. Click on Settings in the bottom left corner
2. Click on the File Naming Conventions tab
3. To create a new File Naming Convention, click the New button on the right side of the screen
4. Give the File Naming Convention a name in accordance with the purpose of its use and click Create
By default, the following information will appear on the screen per the example below
The following information can be configured as part of a File Naming Convention (in any order and in any combination):
Original Filename: The original name of the file
Record Name: The name of the record within Edi. Records can be created by following the steps in this tutorial
Record Key: The reference number established when Record Categories have been created
Custom Text: This allows for a custom text to be established as part of the File Naming Convention. For example, adding the word Draft to the file name when a file is a draft file.
Date Created: The date on which the file has been created. The date can be displayed in the following formats:
Important: While there is not a character limit to the File Naming Convention rules you establish, file names in Edi are limited to 100 characters.
Once you have added your File Naming Convention rules and established the order in which they will appear, by default the file name will be one long name including all elements of the File Naming Convention.
5. You can select whether the File Naming Convention rule elements will be separated by spaces, underscores or dashes by clicking the checkbox and selecting the option from the dropdown list. A preview of how the file will be named using the File Naming Convention will appear and changes can be made in accordance with your needs.
6. (Optional) If you wish to only apply a File Naming Convention to one or more specific workspaces, you can activate the option via the toggle and then click the Add Workspace button to proceed with the workspace selection, limiting a File Naming Convention to specific workspaces.
7. Click the Save changes button to save the configuration of the File Naming Convention. If a File Naming Convention becomes obsolete, it can be disabled by clicking the toggle or deleted by clicking Remove.
Please see below for an example GIF of the full process previously outlined above.
Admin Only:
Users with Admin credentials can configure the option to determine if your users will have the ability to rename and/or assign a file naming convention upon upload. To access this configuration:
1. Click on the profile name in the bottom left corner, then click Admin. The Admin settings will open in a new browser tab.
2. Click the Organization Preferences tab on the left side.
3. From here, click the toggle to activate/deactivate the option under the File Management Permissions section.
Users:
When a user renames, uploads, or creates a file, they will have the option to apply a File Naming Convention.
Users can then select from the dropdown list of options and click Apply once the File Naming Convention has been selected to apply the configuration to the file.