Document naming automation

Using JungleDocs you can automate the naming of your documents. This simple to set up feature will not only save you time but it will guarantee a faster performing and more easily navigable database.

As you will often need to send business letters, we have chosen this as an example case here. Once you have set up set up a template for your business letter, you can automate the document naming process. In this tutorial, you will learn how to do this.

1. Go to the library where you want your new documents to be stored. In our example, it is Correspondence > Outgoing.

2. Choose JungleDocs in the Ribbon.

3. Navigate to the New tab, where all content-type-based rules are already present. Click the arrow down and choose Edit Base rule to configure the Base rule for the automation of your document naming.

4. Scroll down. Now you need to set up the way you want your business letter files to be named in the future. Select Specify  new file name, and you are almost done.

Note: use abbreviations, as shorter names deliver better performance results. Read about document naming best practices in this blog post.

5. You can use default automatic numbering examples. Just press the example link on the left and the code will be written automatically. 
In this example we have chosen for the following order: static text ("BL-"), current year, and a three-digit number for the file. See the image below for the code we used. The order and information you want to include, are up to you.

Press OK to close the screen and save your configurations. You are all set. Now, every time you create a new business letter with JungleDocs, the file name will be automatically generated. 

Here are some examples of the formulas you can use to automate file names:

  • Standard Proposal Result  :   Standard Proposal  .
  • This is a copy of {BaseName} Result  :   This is a copy of Test Document  .
  • {GetNextNumberedValue("BaseName"; "INTE-" & FormatDate(Now(); "yy") & "-"; "PadLeft($NextNumber; 3; \"0\")"; "")} Result  :   INTE-11-001  .
  • {GetNextNumberedValue("BaseName"; "INV-"; "PadLeft($NextNumber; 4; \"0\")"; "")} Result  :   INV-0001  .
  • {GetNextNumberedValue("BaseName"; "P" & FormatDate(Now(); "yyyyMMdd") & "-"; "PadLeft($NextNumber; 2; \"0\")"; "")} Result  :   P20120601-01  .

Find more examples and best practices in our blog post.

Using document automation from your Companies list

In some cases, it is more convenient to create a business letter directly from the Companies list. This is true when one particular company is selected. To be able to do this, you simply need to create a new From Existing rule in the Companies list.

1. Navigate to your Companies list, select one Company item and launch JungleDocs from the ribbon.

Note: When the item is selected, JungleDocs will show the From existing tab by default.

2. Create a new From Existing rule.

Browse the Outgoing library to specify a location to save created documents. Now select the base rule "Business Letter". In the document template, use the Base rule template. This template was configured in the Outgoing library.

Create a rule display name:

Now set the column values parameters. The target column is the column in the library where the document will be created and saved (Outgoing).

In our example, as seen in the image above, we set Title for a business letter by combining a specified text with the company item column value: "Business letter for" & Company Name:

  • "Business letter for" - Free text
  • Company Name - column name in Companies list
  • & - AND operator to combine values

When the From existing rule is configured, save it. You are now ready to start using this rule.

3. Select one company and run the Business Letter rule:

4. The document metadata is automatically filled according to your rule settings:

5. Just press Save and your new document will be generated:

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