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?

Administrators can now:

• Create custom naming conventions for document types
• Use existing document types or define new ones
• Automatically generate document names based on selected data fields
• Manage multiple naming conventions from a central location

Several default naming convention templates are also included to help you get started.

How It Works

1. Navigate to Admin > Document Naming Conventions.
2. Select Add Naming Convention.
3. Choose an existing Document Type, or enter a new document type name.
4. Define the naming pattern by selecting the fields you want to include (for example, client name, document type, expiry date, or other available merge fields).
5. Save your naming convention.

When a document of that type is uploaded or generated, Effi will automatically apply the configured naming pattern.

Example

You may configure a driver's licence to be named the following:

John Smith - Driver Licence - 0225

Where:

• John Smith = Client Name
• Driver Licence = Document Type
• 0225 = Expiry Date (MMYY format)

The naming pattern is fully configurable to suit your business requirements.

Default Naming Conventions

When this feature is enabled, Effi includes several pre-configured naming conventions that can be used immediately or customised as needed.

You can also create additional naming conventions for any document type used within your organisation.

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

• Naming conventions are configured by administrators.
• 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.