Naming Vault, Folders, and Documents

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

  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

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