Document Naming & SharePoint Sync Settings

Overview

Document Naming settings control how uploaded documents are renamed in Effi and where they're saved when synced to SharePoint. You can set a consistent naming pattern for each document type, choose when files are renamed, and choose which SharePoint folder, and site, each document goes to.

To learn how brokers sync documents day to day, see Syncing Documents to SharePoint.

Before you start

• You need admin permissions.
• To sync to SharePoint, your enterprise must first connect its Microsoft SharePoint app with Effi. Contact support@effi.com.au if this isn't set up yet.

Step 1: Turn on Document Renaming

1. Go to Admin > Document Naming Conventions.
2. Turn on Document Renaming. This is the main switch. The options below only appear once it's on.

Step 2: Choose when files are renamed

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

Step 3: Create naming conventions

1. Click Add Naming Convention.
2. Choose an existing Document Type, or enter a new document type name.
3. Build the naming pattern from the available fields, such as client name, document type or expiry date.
4. Check the preview, then save.

Example: a driver licence named John Smith - Driver Licence - 0225, where John Smith is the client name, Driver Licence is the document type and 0225 is the expiry date (MMYY).

Effi includes default naming conventions you can use as they are or edit.

Step 4: 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. To send a document type to a different folder, set a SharePoint folder on that document type.
3. Save.

Step 5: Choose your SharePoint site (optional)

Brokers and broker business admins can choose which SharePoint site their documents go to.

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

Which SharePoint settings apply?

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

Where documents go in SharePoint

When a document type has a naming convention, the file uses it. When it doesn't, Effi still syncs the file using a standard name built from the document category (for example ID, Income, Statements, Liabilities, Property), the applicant name and relevant dates.

Good to know

• Only sites in your enterprise's connected Microsoft tenant can be selected. A broker's own separate SharePoint account isn't supported yet.
• Clear, legible uploads give the most accurate names.

FAQs

Do I have to use Sync to SharePoint to rename files? No. Choose Auto rename to rename files in Effi without SharePoint.

Can each broker have their own folder? Yes. Set a root folder in Step 5, or use {{lead title}} in the destination folder.

A file synced with the wrong name. What should I do? Check the upload is clear, re-upload it if key details are unreadable, then sync again.

Benefits

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