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

1. Be Consistent
   • Decide on a format—like YYYY-MM-DD_ClientName_DocumentType—and use it every time.
2. Keep It Short but Descriptive
   • Limit names to 3–5 words that clearly explain the file's contents.
3. Use Standard Date Formats
   • Stick to YYYY-MM-DD or MM-DD-YYYY. This keeps your folders and files in chronological order.
4. Avoid Special Characters
   • Skip symbols like \ / : * ? "< > | to prevent upload errors.
5. Include Version or Status When Needed
   • For drafts or revisions, append _v1, _v2, or _FINAL.

Getting Started

1. Review your current habits.
2. Select a standard format that suits your team's needs.
3. Rename a few sample files and test searching in SmartVault.
4. Share your naming policy with your staff to keep everyone aligned.

Learn More

• 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