This article outlines:

  • Why File Naming Conventions are so important for FuseDocs
  • How to edit or update your pre-programmed File Name Conventions in FuseDocs



Why File Naming Conventions Are Important


FuseDocs is built around rules and conventions, and the better your input data and documents conform to those rules and conventions, the more efficient and effective your automation is going to be. 


If FuseDocs can't find a document that you know is saved in the right place in your database, it could be because of a typo or incorrect naming convention in the file name - that's the first thing to check.


Document Description Matters 

When it comes to your naming conventions, the document’s description is often the most crucial element. The key is to be as descriptive as possible and use normalised language whenever possible so it’s easy to locate in the future.   

You should include specific details that are meaningful to your organisation and that can remind you of the function or content of the file. For example, a weak description might be “Tax Info”, where a better name might be “Tax Information and Raw Data – 2019 – Jones Family” (with or without the year and entity tags depending on your existing document management platform). 


If everyone in your organisation knows that client data relating to their annual processing is referred to in this format it will streamline your internal processes, ensure the transferability of client data between internal team members, and help you easily identify missing information.  


Download the Filing Reference Cheat Sheet Template 


If you already have a naming convention in place but think it might be time to revisit or refresh your team on where and how common, recurring documents are stored, we’ve created an editable template you can use to map out your own filing cheat sheet.  Include this in internal training for new team members, and if new recurring documents are introduced, be sure to add the details and update your team so everyone knows exactly where and how they should be storing information.   


You can access the read more about naming conventions and access the template via our blog: https://fuse.work/blog/naming-conventions-that-work/ 


Or download the template directly below. 


If the naming conventions programmed into your existing FuseDocs solution aren't working as you would expect please contact us at support@fuse.work for assistance.



How to Edit and Update File Name Conventions in FuseDocs


The File Name Conventions that are programmed into your FuseDocs solution have been set by your Implementation Consultant during your project implementation based on your business standards.  If you are going to change these it's important to know that any changes you make will have an impact for all users of FuseDocs across your business. 


Accessing your File Name Conventions

In the FuseDocs App open the Champion Tools toolbar (this is only available to authorised users in your firm).  Click 'Edit Filename Conventions'.

If you have multiple FuseDocs solutions you will be presented with a list to select which solution you would like to access the file name conventions for, as pictured below.  Double click the solution you want to access. 

The file name convention table will open.  This lists the Target File (the document type), the file name, and there is a space for comments, as pictured below.  If you make any changes here, don't forget to click Save Changes when you're done.


File Name Convention Tricks

There are a few tricks that we use to help FuseDocs to look for the right file:

  • {{substitutions}}:  Items shown in braces are substitutions from input fields in your solution.  In the above example {{ge_finYear}} means that the year shown in your Financial Year inputs field will swap in to the file name when FuseDocs is looking for documents.
  • * Wildcards:  The asterisk (*) represents a wildcard.  We like to use wildcards in places where there would usually be a space, just incase someone uses a double space, or a dash, or other character.  Wildcards are also useful in place of an 's' for documents that could be plural like minutes.
  • [^Exclusions]:  Words placed in [square brackets] with a caret (^) are exclusions.  FuseDocs will exclude any file from the search which might match the file name convention but also contains the exclusion term.  This is useful for documents that are [^closed] or [^draft].
  • Semicolon separated options: It's possible to set multiple options for file names by using a semicolon (;) separator.  For example: ITR*{{ge_finYear}};{{ge_finYear}}*ITR < This would return files like 2020 ITR and/or ITR 2020.


IMPORTANT NOTE

If you're not confident and worried about breaking your solution by making updates yourself, please log a ticket with our support desk at support@fuse.work.  One of our consultants will give you a call back and help you work through this together in a screensharing session.