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How to rename exported PDF files

When a document template entry (like a Daily Report, RFI, or Punch List) is exported to PDF, the system names the file using a set of fields you choose — instead of a fixed naming pattern. This makes it much easier to find a specific exported file, since the file name can reflect the actual content of the entry (like a date, number, or subject) rather than just when it was created.

This naming logic applies everywhere a PDF is generated from a document template entry, including:

  • A single PDF exported from an entry
  • A single PDF exported from the log page
  • A bulk PDF export from the log page
  • PDFs generated through Project Export

Custom PDF templates are not affected — those keep their own separate file naming and are out of scope for this feature.

 

Where to Set It Up

Each document template has its own file naming configuration:

  1. Go to the Document Library
  2. Open the menu for the document template you want to configure
  3. Select Export (this option appears after Permissions in the menu)

The Export page has two parts:

  • Field Library (left side): Every field on the template eligible for use in the file name as well as some standard Document fields (Document name, Created date, Creator) and Project fields (Project Number, Contract Number) are available.  Use the Find fields search box to quickly locate a field.
  • PDF file name (right side): A drag-and-drop area where you build the file name by dragging fields from the library, in the order you want them to appear. Each field appears as a removable chip, and you can drag chips to reorder them.

You can also add your own fixed text (a static value) to the file name — for example, a department code or abbreviation that should always appear.

Once you make changes, use Publish to save the new file naming setup, or Cancel to discard your changes and return to the log page.

 

Which Fields Can Be Used

Can be used in file naming:

  • Assignee
  • Catalog fields (all types)
  • Creator fields (all types)
  • Date/Time fields (all types)
  • Number fields
  • Text (single line only)

Cannot be used in file naming:

  • Signature fields
  • Formula fields
  • Text (multi-line or prefilled)
  • Table fields

A field only shows up in the library if it exists on the template and has Display field in entry turned on. If a field is later removed from the template, or that display setting is turned off, it's automatically removed from the file naming setup.

For fields with format options (like a Date field set to short format), the file name uses whatever format is set on the field itself.

 

Default File Naming by Template

FACS's standard templates come with the following default file naming already configured — no setup required unless you want to customize it:

Template Default File Name Fields
Asset Inspection Date Inspected – Number – Creator – Document name
Change Orders Date Initiated – Number – Creator – Document name
Daily Report Date – Number – Creator – Document name
Daily Summary Date – Number – Creator – Document name
Material Acceptance Item Number – Document name
Material Stockpile Item Number – Document name
Payment Pay Period Start – Pay Period End – Number – Document name
Punch List Date Identified – Number – Creator – Document name
RFIs Date Initiated – Number – Subject – Creator – Document name
Submittals Date Initiated – Number – Subject – Creator – Document name
Work Orders Date Scheduled – Number – Subject – Creator – Document name

For custom (client-created) templates, the default is: Date Created – Document name – Creator (the same convention used before this feature existed), unless you customize it on the template's Export page.

If you duplicate a document template, the new copy keeps the same file naming setup as the original.

 

Good to Know

  • Character limit: File names are truncated at 200 characters. There's no limit to how many fields you can add, but only the first 200 characters of the resulting name will be used.
  • Empty values: If a field has no value on a given entry, it's simply skipped rather than leaving a blank gap in the file name.
  • Duplicate file names: If a bulk export or Project Export would produce two files with the identical name, the system automatically appends a number (e.g., "- 1", "- 2") to keep them distinct.
  • Special characters: Any characters in a field's value that aren't allowed in file names are automatically removed so the export doesn't fail.

 

Location

Document Library / Template / Export

 

If you have any questions, or need additional assistance, please reach out to our support team at support@facsware.com and we will be happy to assist you.