Using a well-planned and standardized naming convention for your vaults, folders, and the documents you attach to QuickBooks transactions enhances your ability to search and sort on a filename in your document management system.

Benefits

The document name is an essential component of a search in SmartVault. The SmartVault search engine looks for the string in the document title, the document description, and, if you have a Business Pro plan account, the content, when available.

The search result rankings are based on the number of occurrences and the position of the search string in the document, where an occurrence of the string in the document title gets the most substantial weighting in the ranking system. Thus a smaller document with three appearances but one being the title will weigh more heavily than a much larger document with ten appearances in the document's body.

When to Use

As soon as you decide, you want to store documents electronically. Whether you use SmartVault or even save your documents locally, it is a good idea to have a consistent naming policy in place, especially when you have multiple users uploading and storing files to the system.

Considerations

• View File Naming Convention References from our friends at Exadox
• View PDF article on 'Folder and File Naming Conventions: 10 Rules for Best Practice' also from our friends at Exadox