Defining the Document File Name Format

In addition to auto document number, there is the ability to extract document information from the saved file name. This will be active for both single and bulk document uploads.

The option to extract document information from a file name needs to be activated in project settings.

To define the document file name format:

  1. Click the cogwheel icon and select Admin.
    Select Admin from Cogwheel icon settings

  2. Select Configuration tables and select Document File Name Format from the drop-down menu.
    Document File Name Format selected in dropdown menu from Configuration tables panel

  3. Click the plus icon.

  4. Enter in the details of the new document file format:

    • File Name Format: The file name format.

    • Title: The title of the file name format.

    • Value: The required expression to extract the document information.

    EnterFile Name Format, title and value in Document File Name Format panel

  5. Click Save.

Fields are extracted using RegEx. Please see examples at https://www.regextester.com

  • Field names need to be inserted with the format (?P<fieldname>.*).

  • Do not use spaces if the field name is two separate words.

  • To include other attributes as part of document number, use the format: (?P<documentno>(?P<fieldname>.*)-(?P<fieldname>.*)).
    - The two fields included before the )) make up the document number.
    - The document number does not have the closed brackets at the end to indicate the inclusion of the following fields.
    - Note that the hyphen between the brackets is the separator between attributes.

  • To find names of custom fields, use XL Upload as below:
    1. Highlight any field name header.
    2. Select the drop down in the top left corner of the screen.
    3. Locate the field name for document number convention.

    XL upload to find names of custom fields

  • If any information is already populated, it will not be overwritten when the file is attached.