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Use of File Naming Conventions


Using File Naming Conventions

File naming conventions allow you to name files in the project in a consistent and traceable manner. The structured naming scheme supports automatic review of file names. Deviations are detected and flagged by the system. This reduces the need for manual corrections and creates a reliable foundation for further processing. File naming conventions can be defined by a project administrator in the project settings. For more information, see the following article: Project settings.


If a filename convention has been applied to a folder, the files can be in the following states:


The status of files after applying the convention is visible to All members of a team, who has Write permissions for the folder in which the file is located. Files can be uploaded without restrictions.


  • Invalid: The file name does not follow the defined conventions
  • Outdated: Changes have been made to the convention or the file name. However, the automatic review has not yet been completed.
  • No status: The file name is valid, or no naming convention was applied


If changes have been made to the convention or the file name, they will be processed overnight and will be visible the following day. For more information, see the following article: Configuring File Naming Conventions.



You can use the filter to filter the files by their status. For more information about the filter, see the following article: Search & Filter.



File naming conventions, automatic review, invalid file names, outdated files, file naming, file verification

Renaming an invalid file name

If a file name was marked as invalid in Upload was marked as invalid after the convention was adjusted or new, it can be renamed via the file options to comply with the convention.



This opens a dialog box in which invalid fields are highlighted in red. The dialog appears immediately upon uploading.



Clicking the question mark icon displays information about the respective convention module so you can see how the name should be structured correctly.



Once all requirements have been met, the file can be renamed.



The file is then renamed using the specified delimiters and is no longer marked as invalid.



In the advanced options of the rename function, the file can also be renamed without applying the convention. The name will remain marked as invalid if the new name does not comply with the convention. Additionally, the name can be validated manually. This is helpful if you want to check an outdated file name immediately rather than waiting for the nightly processing run.



Renaming files, invalid filenames, filename conventions, filename validation, correcting filenames, convention violations, adjusting filenames, validating filenames

Updated on: 16/07/2026