Filename Templates

Simplify document naming. Standardize structure. Improve searchability.

Docsvault’s Filename Templates feature helps teams maintain clean, uniform file names with complete consistency—no matter who’s importing the documents.

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Why Filename Templates Matter

Smart Naming Standards for Smarter Document Management

File naming inconsistencies are one of the most common—and costly—sources of document chaos in multi-user systems. Manually named files often lack structure, making it harder to locate, organize, or retrieve documents later.

Docsvault solves this with Filename Templates, a powerful feature that allows users to select from predefined, rule-based naming conventions when saving documents. These templates combine static text, dynamic values, and index metadata to ensure every filename is structured, meaningful, and consistent.

Benefits of Using Filename Template

Standardize File Naming Across Teams and Workflows

Consistent Naming Across Teams

Ensure every document follows a uniform naming structure, eliminating confusion and helping maintain a clean, searchable document system.

Metadata-Driven Automation

File names are auto-generated using index values like client name, matter, document type, or date—reducing manual entry and human error.

Faster, Smarter Imports

With predefined templates, users can select and apply a filename pattern instantly during imports – speeding up workflow without sacrificing organization.

Key Features of Filename Templates

Built-In Tools for Smarter, Consistent File Naming

Template-Based Naming at Import

Easily apply a Filename Template during document import. The system automatically generates the file name based on the selected template, helping to maintain consistency and accuracy across all documents. This eliminates manual errors and saves time during the import process.

Index Field Integration

Templates can pull metadata directly from document profiles, incorporating fields such as Client Name, Matter Title, Document Type, Case Number, and Department Name. For instance, a template like Client_Matter_Document Type_YYYY-MM-DD dynamically populates based on user input during import, ensuring each file name reflects its content and context.

Date and Time Formatting

Custom date and time elements can be added to filenames to aid version control and sorting. Supported formats include YYYY-MM-DD for full dates, MMM for month names, YY for short years, and HHmmss for time. These components improve traceability and minimize duplication.

Static Text Elements

Users can insert static text like “invoice_”, “Report_”, or “HR_” to categorize documents or indicate departments at a glance. These fixed elements can be placed at the beginning or within filenames, making document identification quicker and more efficient.

Original Filename Inclusion

The original file name can be retained as part of the newly structured name. Users also have the option to add prefixes or suffixes, aligning the final filename with organizational standards while still preserving original context.

Private & Public Templates

Templates can be designated as Private or Public. Private templates are only accessible to their creator and are ideal for personal or role-specific use. Public templates are shareable across the organization and managed by authorized users who can edit or update them as needed.

Template Management

Within the import dialog, users can easily manage their templates. They can browse available templates, make edits to naming rules, or remove outdated versions. This dynamic control ensures that the naming system remains current as organizational needs evolve.

Recent vs. Template Suggestions

When naming a file, users can choose from recently used filenames (indicated by a lowercase “r”) or from predefined templates (indicated by an uppercase “T”). This feature streamlines the naming process, allowing for faster selection and greater consistency without manual entry.

Simplify Naming. Streamline Organization

Docsvault’s Filename Templates remove the uncertainty from naming conventions and give your team the tools to work smarter. With predefined templates, consistent rules, and dynamic flexibility, your organization gets faster workflows and better-organized files—without the manual hassle.

Filename Template FAQs

What are Filename Templates in Docsvault?

Filename Templates are predefined rules used to automatically generate consistent, structured filenames based on static text, dynamic values (like dates), and index metadata (such as client or case name).

Can users create their own Filename Templates?

Yes. Users can create private templates for personal use or share public templates across the organization, depending on their user permissions.

What dynamic fields can I use in a template?

You can use dates, time stamps, original filename elements, and metadata fields like Client, Matter, Document Type, and Case Number.
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Start using structured, dynamic naming that saves time and enforces consistency—automatically.
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