Understanding file name calculation

A document type’s Calculate file name option allows you to configure automatic file names for all documents created with that document type. Every document type can use the same or a different file name calculation. This makes it relatively easy for all of your TeamWork vault documents to use your organization’s naming standards. File names can be calculated when documents are created in the vault, as needed by users invoking the Issue New file name command, and optionally when existing documents are imported into a vault.

Note    In TeamWork vaults, a document’s Name property is used as its file name. Changing one also changes the other. The terms document name and file name are synonymous where used in this guide.

Document names are calculated by a VBScript expression that you must type in the Calculate file name option. You can use the TeamWork Script Editor to build the expression from any of the TeamWork objects, properties, and functions available in the TeamWork Script Editor. For information on using VBScript for configuration expressions, see the BlueCielo TeamWork VBScript API Reference.

This means that you can combine text from several places to calculate file names:

• Part or all of property values, such as a document’s title, project, trade discipline, and so on
• Part of all of the name of the template used to create the document
• Normal text
• Any valid Windows characters
• Sequential numbers managed by TeamWork

Note    File names must include a file extension. The file extension from the document template used to create the document will automatically be appended to the calculated document name.

To build a file name calculation expression, retrieve and format property values, sequential numbers, and other text elements, and then concatenate them.

For example, the following VBScript expression calculates a file name composed of the document type name, the next sequential number based upon the document type formatted to four characters in length, and the document’s title:

Document.DocumentType.DisplayName & " " & _
FormatSequenceNum(Document.DocumentType.Sequence.Next, 4) & " " & _
Document.Title

This expression would produce a file name similar to:

Drawing 0123 Site Plan

For more information on using VBScript, property values, and sequence numbers, see the BlueCielo TeamWork VBScript API Reference.