Enforce Unique Files Names

By default, unique file names are not enforced in the vault database. The only restriction is that two files with the same name cannot exist in the same folder. With unique file names enforced, files in the vault must each have a unique, identifying name. This rule is enforced when files are added to the vault, renamed in the vault, or restored to the vault. If unique file names are going to be enforced, it is recommended that this option be set before any files are added to the vault, though it can be turned on at any time. Using Find Duplicates, you can locate duplicate file names in the vault to help resolve any file name conflicts before turning on this option. A report listing the duplicate file names can be exported from the Find Duplicates dialog box.

Enforce unique file names

1. Click the Tools menu and select Administration.
2. In the Administration dialog box, click the Files tab.
3. Click Find Duplicates to locate any duplicate file names in the vault. If duplicate file names are located, a report is displayed listing the duplicate files. Click Details to see the full list. To export a text file containing the list of duplicate files and their locations, click Report.
4. Resolve any duplicate file names by renaming the files.
5. Turn on the Enforce Unique File Names checkbox. If any duplicate file names exist when the option is turned on, an error dialog is displayed stating that there are duplicate file names already in the vault preventing the setting from being turned on. If this happens, resolve the duplicate file names
6. Click Close.

As a best practice, do not enforce unique file names if any files with duplicate names are checked out. If unique file names are enforced while a duplicate file name is checked out, the setting can be temporarily turned off to allow the file to be checked back in, or the vault user can undo the check out and then rename the file before checking it back into the vault.