Introduction
After defining file naming conventions for your project, they must be applied correctly to ensure that all team members work consistently and efficiently according to the established naming standards. Applying file naming conventions is essential for maintaining structured and organised document management.
In this article, we explain in detail how to apply and automate the file naming conventions created for your project to ensure consistent quality and efficiency.
Applying File Naming Conventions
File naming conventions are generally applied in two areas: manually, when files are created or uploaded, and automatically, when the system applies the file naming conventions during file uploads or editing.
1. Assigning a File Naming Convention to a Folder (Administrators only)
A file naming convention can be assigned to each folder via ①.
Under ②, the relevant convention can be selected from a list. Once the desired convention has been selected, it is assigned by clicking ② again.
The assigned convention is automatically inherited by all lower levels (subfolders). However, it is possible to manually remove the convention from subfolders if required.
2. Checking Files for Compliance with the Assigned Naming Convention
Already uploaded files are automatically checked for compliance with the defined naming convention. Files that do not comply with the naming requirements are highlighted ①. The Info dialog indicates the corresponding error ②.
Files uploaded via OneDrive or the SharePoint interface are also checked retrospectively. Incorrectly named files are likewise highlighted and must be corrected.
3. Uploading Files – Applying the Naming Convention
When files are uploaded via big, they are checked immediately:
- Correctly named files are uploaded directly without requiring any further action.
- Incorrectly named files remain in the Dropzone and can be corrected directly.
Once the file names have been adjusted, the files can be uploaded again ①.
Subsequent Adjustment of File Names
It may happen that existing file names do not comply with the new file naming convention. In this case, the file names must be adjusted retrospectively to ensure consistency throughout the project. This can be done in several ways:
1. Manual Adjustment
Users can manually change existing file names to comply with the convention. All parts of the file name should be checked and corrected where necessary. For example, a file name such as "Project_A_20230314" could be changed to "Project_A_20230314_Drawing_Rev1".
2. Batch Adjustment by the System
In some systems, you can adjust multiple files at once by performing a batch process. This means that all files that do not comply with a specific convention are automatically renamed to match the defined structure. This is particularly useful when a large number of files need to be renamed.
- Apply a file naming convention to multiple files: A batch adjustment can be used to check all relevant files in a project and rename them according to the new convention.
- Automatic renaming in case of upload errors: If an error message is displayed during a file upload because the file name does not comply with the convention, the system can automatically rename the file.
Best Practices for Applying File Naming Conventions
To ensure that file naming conventions are correctly applied throughout the project, several best practices should be considered:
- Employee Training
All team members should be informed about and trained on the file naming conventions so that they know how to apply them correctly. Training can help prevent common errors and promote a consistent way of working. - Enable Automation
If your system provides this functionality, enable the automatic application of file naming conventions. This reduces human error and ensures that all files are named consistently. - Regular Checks
Regularly check whether all new files and documents comply with the defined conventions. If necessary, manual adjustments can be made or the automation settings can be optimised. - Consistent Version Control
Make sure that each new version of a file is named correctly. Use a standardised versioning system defined in the convention (e.g. "Rev1", "Rev2").
Conclusion
Applying file naming conventions is an important step in ensuring consistent and efficient document management within your project. By using both manual and automated methods, you can ensure that all files are named correctly and can be easily located.
If you need support with applying or adjusting file naming conventions, we are always happy to assist.
Contact:
support@build-big.ch