Enforce Unique File Names

By default, the vault database enforces unique file names. 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 to set this option 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.

As an administrator, you have the ability to enforce unique file names based on the file extension or folder location. You can enable files with specific extensions or files in specified folders to have duplicate file names.

Best Practices for Enforcing Unique File Names

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 check back in, or the vault user can undo the checkout, and then rename the file before checking it back into the vault.

Enforce Unique File Names

1. Click Tools > Administration > Vault Settings.

2. Click the Files tab.

3. Click Define to set unique file name options in the vault.

4. Turn on the Enforce unique file name checkbox.

   Note: If any duplicate file names exist when this 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.

5. Click Find Duplicate Names to locate any duplicate file names in the vault.

6. Resolve any duplicate file names by renaming the files.

7. Turn on the Files with selected extensions checkbox to allow duplicate file names for files with specific file extensions.

   • To add an extension, enter the file extension in the text box and click "+" to add a new file extension.
   • To remove an extension, select the file extension and click "x" to remove the selected file extension.

8. Turn on the Files in specified folders checkbox to allow duplicate file names for files in the specified folder. Subfolders are automatically included in the selection.

   • Click "+" to add a folder. Navigate to the folder location in Vault and click OK.
   • Select the folder path and click "x" to remove the selected folder.

1. Click Apply and then click OK.