Validate File Names in Naming Standard Applied Folders

Files uploaded to a folder with a naming standard applied must conform to the naming convention in that naming standard to display in the folder.

Uploaded files are listed in the naming validator along with naming convention and related attributes to check if the files conform with the naming standard. The required naming convention attribute values are taken from the file name.

Members can choose to rename the nonconforming files so when these are uploaded, they will display in the relevant folder.

If the holding area is enabled, members can instead choose to continue to upload nonconforming files. These files will be stored in the holding area and won't display in the folder. Those members or project administrators need to rename the files in the holding area so they display in the relevant folder. If the holding area is not enabled, members can't upload nonconforming files from the naming validator. They will need to rename all nonconforming files in the validator before uploading.

• Upload Files to Folders with Naming Standard Applied
• File Name Validator
  • Validator errors and previous values
    • Validator errors
    • Related attributes previous values
  • Add Files
  • Remove Files
  • Rename Files
    • Manually rename files
    • Bulk rename files

Upload Files to Folders with Naming Standard Applied

To upload files to a folder with the naming standard applied:

1. Click Files.

2. Locate the folder with the naming standard applied.

   Tip: Folders with a naming standard applied are indicated with an icon .

3. Click Upload files and select the relevant files. You can also drag files onto the upload area.

   The file name validator will now open.

File Name Validator

The validator lists all the files that you are trying to upload along with the naming standard attributes - The required naming convention attributes which make up the file name, and optional related attributes.

The validator lists all naming standard, character, and duplicate errors which you can resolve by renaming files individually or in bulk.

If the holding area is enabled, you can choose to click Upload without renaming any files. Nonconforming files will move to the holding area where the member who uploaded it or a project administrator needs to rename the files so they appear in the relevant folder.

Validator errors and previous values

Validator errors

The validator banner details the following errors:

• Naming standard: These are naming standard errors in the naming convention and related attributes values. You can hover each field highlighted in red to see the attribute character settings. The value needs to be renamed to conform to these settings.
• Characters: This means that the naming convention attribute values contain special characters <>:"/|?*` which are not allowed. The values need to be renamed to exclude these special characters.
• Duplicates: This means that there are two or more files with the same naming convention attribute values. The values need to be renamed so the file names in the validator are unique.

To fix these errors, you need to rename the files by either manually or bulk editing the naming standard attribute values. See Rename Files section for more details.

Related attributes previous values

If the previous version of a file has related attribute values, these values will display in the relevant related attribute fields highlighted in yellow.

To accept a value, hover the field highlighted in yellow and click Accept. The field will stop highlighting.

You can also bulk accept these previous version attribute values by clicking:

• All files selected: Accept all values from previous version
• Multiple files selected: Accept (x) values from previous version
• Single file selected: Accept (1) values from previous version

If you don't want to see the previous values, turn off Show attribute values from previous version at the bottom of the validator. The fields will empty and the stop highlighting.

Add Files

If the naming validator is open and you want to upload more files to the same folder, click Add files in the bottom left. When you add you files, these will display in the validator along with any errors.

Remove Files

There may be files you no longer want to upload. There are several ways to remove individual, multiple, or all files from the naming validator and the upload process.

• Individual files: Click the X at the far right of the relevant file.

• Multiple files: Select the relevant files. Click the Remove (x) button. x details the number of files selected. For example:

  

• All files: You can remove all files by doing one of the following:

  • Click X at the top right of the validator
  • Click Remove all
  • Click Cancel

Rename Files

You can rename nonconforming files by either manually or bulk editing the naming standard attribute values.

Manually rename files

Click the fields highlighted in red for each file and correct the values. When all fields for a file conform with the naming standard attribute values, the error icon will stop displaying.

Bulk rename files

You can select multiple or all files and rename them in bulk by applying the same values to attributes. You can also add the same value to the Number attribute, and any text field attributes with numeric character types, or choose to sequence their values using an incremental number.

1. Click Rename all, or select multiple files and click Rename (x).

   The rename panel will open. This is split into tabs:

   • File name: Shows all the file name attributes fields
   • Related attributes Shows the related attributes fields which may include Status, Revision, Classification.

   The Preview shows the first couple of file names in the validator. As you enter values, the preview will update to reflect the changes.

   

2. Enter values for the relevant fields which you want to apply to all selected files.

   For the Number attribute and text field attributes with numeric character types select:

   • Same number to enter a number which applies to all files.
   • Sequence number to automatically number your files incrementally based on the values you enter.

   

   If you select Sequence number you need to enter a:

   • Start number: A positive number up to the maximum Character length of the attribute.
   • Incremental number: A number up to the maximum Character length of the attribute. This can include negative or decimal numbers. A minus symbol or decimal point counts as a character.

   If your start number and incremental number are calculated to exceed the maximum Character length of the attribute when applied, you will need to reduce the incremental number.

   When you have entered a Start number and Incremental number you can check the preview.

3. When you have entered all the relevant values in the File name and Related attributes tabs, click Rename and validate.

   If there are any values which don't conform to the naming standard then those fields are highlighted in red in the validator. Correct these errors as required.

   Note: In addition to errors associated with nonconformance to the naming standard, you may see errors indicating files in the folder have duplicated naming conventions and attributes. Every naming convention and attribute combination must be unique across all folders with a naming standard applied.

4. When you have completed the renaming process, click the button to finish.

   • If you are uploading files, click Upload.
   • Click Copy, Restore, Move, or Rename as appropriate if you are completing one of those actions and not uploading files.
   • Click Save if you are renaming files from the holding area.