---
title: How to rename exported PDF files
description: pdf export file name custom
---

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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.

### ![](https://support.facsware.com/hs-fs/hubfs/image-png-Sep-18-2026-12-44-02-7320-AM.png?width=809&height=540&name=image-png-Sep-18-2026-12-44-02-7320-AM.png)

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](mailto:support@facsware.com) and we will be happy to assist you.

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