How to configure PDF file naming rules

The PDF files generated using the SharePoint or Extract to disk export methods can be saved using custom naming rules.

The naming rule is applied using a simple Notes formula which combines one or more Lotus Notes fields into a single text string to be used for the file name.

Here are the instructions for setting up a custom naming rule for your PDF files.

1. Open your Seascape database, click Settings > Export Settings, and open the export configuration document you would like to edit by double-clicking on it:

2. Enter your file naming formula in the provided field, and save your changes:

3. When you start an export the next time, select the export settings you updated and the PDF files will be named according to the new rule you set up:

Lotus Notes form fields

To locate the correct names of the Notes form fields to be used in your formula, open your Lotus Notes document, then right-click on it and open the document's properties popup.

In the popup which appears open the second tab from the left. The list of available form fields that you can use will now be shown in the popup:

Notes formula examples

Here are a few typical examples of Notes formulas which can be used in your Notes mailbox:

1. The following formula can be used for emails to name PDF files by delivery date and time and subject, separated with underscore:

@Text(DeliveredDate) + "_" + @Text(Subject)

"DeliveredDate" and "Subject" are typical fields for email documents. For example, a message with subject "Re: Follow-up message" received on December 8th 2011 will be converted to PDF with following file name: 08.12.2011 19 39 31_Re Follow-up message.pdf

2. In this example we removed time, so our file name contains only date and subject:

@Text(@Date(DeliveredDate)) + "_" + @Text(Subject)

The result: 08.12.2011_Re Follow-up message.pdf

3. In this example we decided to format date differently and we included "From" field, now we can see who sent this message without opening it:

@Text(@Year(DeliveredDate)) + "-" + @Text(@Month(DeliveredDate)) + "-" + @Text(@Day(DeliveredDate)) + "_" + @Text(Subject) + "_" + @Text(From)

The result: 2011-12-8_Re Follow-up [e-mail]

4. This example is slightly different, file name contains form name and date of the conversion:

@Text(Form + "-" + @Text(@Year(@Today)) + "-" + @Text(@Month(@Today)) + "-" +@Text(@Day(@Today)))

The result: Memo-2011-12-9.pdf

5. **** In this example, the PDF files will be named simply according to their unique document ID:

@documentuniqueid

The result: 9900B68769EDF884C12576DD005CC16E.pdf