Configuring File Naming Conventions

File naming conventions can be defined by a project administrator in the project settings. For more information, see the following article: Project settings.

File naming conventions allow you to create defined rules for naming files in a project. This ensures a clear structure and enables automatic reviews for name compliance. This article explains how to create and configure conventions. A file naming convention consists of several convention elements. The conventions themselves can be named, copied, or deleted. These individual elements within a convention can be moved, removed, or copied. With the exception of the “Separator / Text” field, all elements can also be freely named. To improve clarity, the elements can be expanded or collapsed.

You can add new convention elements using "Element."

Shortlist
The drop-down list allows you to define various valid values for the file name. If multiple values are defined, the system checks whether one of the defined values was used.

Delimiter / Text
You can freely define a separator or text here. This field will then contain static text, and the text or character defined here must be used exactly as is when the application is used.

Text Entry
Using text input, you can define free-form text of fixed and variable lengths, numbers of fixed and variable lengths, and any type of field.

For free-form text and fixed-length numbers, you can specify an exact number of characters, up to 30 characters.

For free-form text and numbers of variable length, the number of characters can be set from a minimum to a maximum of between 0 and 50 characters.

With the "any length" option, a user can freely choose the label without any restrictions.

Regular Expression
This allows you to model complex requirements that cannot be implemented using standard functions. When using custom regex expressions, you cannot use start and end delimiters such as "^" or "$". Using Regex101 and AI applications such as ChatGPT or Microsoft Copilot, you can easily create and test expressions.

This role is intended for users with the appropriate knowledge of regular expressions.

File Types
Here, you can select from a list of file types to which the naming convention should be applied. If the file type is not in the list, you can define it yourself in the text field. If no file type is defined, the naming convention applies to all files in the selected folder.

Folder
Under "Folders," you can select the folders to which the convention should be applied. If a folder is selected, the convention is applied to all subfolders by default. If no folder is selected, the convention is not applied.

As soon as a file-naming convention is created or changed, the affected files are marked as "outdated" and checked new overnight. Information to that effect appears after the settings are saved.

For more information on using file naming conventions in documents, see the following article: Use of File Naming Conventions.

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Updated on: 16/07/2026