Customise Document Naming Conventions

Overview

You can now create and manage custom document naming conventions to rename uploaded documents using a consistent format automatically.

This helps keep documents organised, makes them easier to identify, and ensures naming standards are applied across your organisation.

What's new: one place to control renaming and SharePoint sync

Document Naming settings now control both how files are renamed and where they go in SharePoint. You no longer need support to change a configuration for you.

Step 1: Turn on renaming.

Go to Admin > Document Naming Conventions as an admin. Turn on Document Renaming first. It's the main switch, and the two options below depend on it.

Step 2: Choose when files are renamed

When Sync to SharePoint is on, the Sync to SharePoint button shows in Document Collection requests.

Step 3: Set SharePoint destination folders.

With Sync to SharePoint on, a SharePoint folder field appears.

1. Set a default destination folder. You can include the lead title, for example Clients/{{lead title}}.
2. If you want a document type to go to a different folder, set a SharePoint folder on that document type.
3. Check the preview to confirm the name and path.

See the new file names in the Document Collection.

Inside a document set, you can now see the renamed name of each file.

Bank statements can now sync to SharePoint

Bank statements retrieved through Effi now have a Sync to SharePoint option, just like other documents. This applies to bank statements collected from now on. Older ones aren't included yet.

Choose your SharePoint site (broker level)

Once your enterprise has connected to SharePoint, brokers and broker business admins can choose which SharePoint site their documents sync to.

1. Go to Settings > Integrations > SharePoint.
2. Search for and select your SharePoint site. The list shows the sites available in your organization's connected Microsoft tenant.
3. (Optional) Add a root folder, such as your name. It's added before the folder path from your Document Naming settings, for example Jane Smith/Clients/John Citizen. This keeps brokers' files apart when they share one site.
4. Save.

Which settings apply? Effi checks in this order:

1. The broker's own SharePoint settings
2. If none, the broker business admin's settings
3. If none, the enterprise's settings

Good to know

• This option appears only after your enterprise has connected a Microsoft SharePoint app to Effi.
• Only sites in your enterprise's connected Microsoft tenant can be selected. A broker's own separate SharePoint account isn't supported yet.

Benefits

• Keeps document names consistent
• Reduces manual renaming
• Makes documents easier to locate
• Supports organisation-specific naming standards
• Allows flexibility for different document types

Notes

• Administrators configure naming conventions.
• Custom document types can be added if they don't already exist.
• The available naming fields depend on the information stored for the document and associated record.