GENERAL USER
A clear, consistent naming system makes it easy to find and sort files in SmartVault. When you search, SmartVault looks at:
- Document title (highest importance)
- Description
- Content (Business Pro plan only)
Short, descriptive names help your most critical files surface first in search results.
Best Practices
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Be Consistent
- Decide on a format—like YYYY-MM-DD_ClientName_DocumentType—and use it every time.
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Keep It Short but Descriptive
- Limit names to 3–5 words that clearly explain the file's contents.
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Use Standard Date Formats
- Stick to YYYY-MM-DD or MM-DD-YYYY. This keeps your folders and files in chronological order.
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Avoid Special Characters
- Skip symbols like \ / : * ? "< > | to prevent upload errors.
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Include Version or Status When Needed
- For drafts or revisions, append _v1, _v2, or _FINAL.
Getting Started
- Review your current habits.
- Select a standard format that suits your team's needs.
- Rename a few sample files and test searching in SmartVault.
- Share your naming policy with your staff to keep everyone aligned.