file naming conventions best practices sharepoint

Another good idea is to include in the directory a readme.txt file that explains your naming format along with any abbreviations or codes you have used. 0 A. In addition to the file name and metadata columns, the modern search also searches for content (text/keywords) within a file, producing more relevant results. They should be set up based on a document or content type. It’s pretty clear that all these naming policies are meant to support the metadata already present in the SharePoint document. Date or date ran… Point #2: Elements of the filename with the same level of detail should be ordered according to its importance in the retrieval process. Perhaps they are looking to streamline their document management process. DRG for drawings) and setting up a versioning convention (e.g. Both points can vary a lot depending on the scenario involved. In the past, many special characters were not allowed in SharePoint. Create a flexible and easily extendable Content Type structure; 3. Very nice list -- sharing with colleagues who have no difficulty getting creative with their file names. > ie: FileNamingConventions-FR-2017-05-16?

If it is in the 100 thousand range, a 3-digit suffix will not be enough. This may help you organize files in a more structured way and find them faster when needed. Over and over again I see common bad practices within SharePoint Sites.

If using a date in the file name always state the date ‘back to front’ and in this format: YYYY or YYYYMM or YYYYMMDD. File names should allow you to identify a precise experiment from the name.

%%EOF Incorrect • Contoso-Invoice1.pdf • Quality-Assurance-Document-Contoso-5.pdf • Contoso_ClientQuotation.pdf, Correct • INV-Contoso-01.pdf • QA-Contoso-05.pdf • QN-Contoso-01.pdf. Once we have it in place, every new document will be named automatically and prefixes set correctly without you needing to worry about it. Create fields, sites, libraries and lists. Alerts & Pretty much any kind of name is possible, it only depends on how complex of a formula we can successfully write. In most of the cases, we recommend to include to the name structure some unique document sequences like document number or client IDs. didn’t you tell us the opposite on July 21, 2016. Thank you, Adam. Characters you cannot use in folder and filenames Invalid characters in folder and file. 2. To maintain the numeric order when file names include numbers it is important to include the zero for numbers 0-9. Define and automate SharePoint document naming; 7. Best practices for file naming Menu How you organize and name your files will have a big impact on your ability to find those files later and to understand what they contain. [ ] ; = + & £ $ . As a SharePoint Consultant for more than 10 years, I have helped countless businesses and nonprofits to use SharePoint to facilitate team collaboration, simplify project management, and streamline document management.

Consider including to the filename a short description or abbreviation of document’s “type” like INV - for invoices, QN - for quotations, or QA - for Quality Assurance, followed by the client's name and document ID number. For more information on managing data, visit our FAQ. There are few ways to prevent accidental file overwrite in SharePoint, Hourly consulting, training and configuration services are available. party tools can be used. Learn to avoid common SharePoint document management security mistakes.

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