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Tip: Automatically Assign File Names for Mailing

By Ahmet Tas • March 7, 2018 at 2:18 PM

No matter what kind of file name an imported document arrives with – in DocuWare, documents can be dynamically renamed and provided with a more suitable title if needed. That means a document that you’d like to send as an attachment to a mail is automatically displayed with a descriptive name, just like in the viewer or in Windows Explorer client.

 

Documents that automatically get into your system via scanner can often come with meaningless names like "Scan_2018_01_02_5432.pdf."

Document tray with imported documents

 

With DocuWare, you can dynamically assign a more helpful, meaningful name and derived from your index entries, which is then used wherever necessary. Here’s an example: Go to DocuWare Configuration under File Cabinets > Database Fields to set the Document Name to mirror the index field Subject:

Set an index field as document name

 

When you download or send the documents from this file cabinet, the entry from the Subject index field will be displayed as the file name.

When you send the document,  the entry from the Subject index field will be displayed as the file name.

 

The document name will also be shown as file name when viewing it in Windows Explorer Client:

The document name will also be shown as file name when viewing it in Windows Explorer Client

 

 

Topics: Tips & Tricks, Email Management, DocuWare Client

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