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Backup file naming options tab

Be able to select how files are named for backup. Ex. right now its supplier/customer-itemID#.filetype
I would like to select a default for what info is included in the file name. My suggestion is to include the option to select name file: document reference #, invoice date, and the supplier name + item ID (as mandatory) Ex. supplier/customer-DOCUMENTREFERENCE#-itemID#.filetype

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Marion Hofhuis shared this idea  ·   ·  Report…  ·  Admin →

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  • Rachel VanBuskirk commented  ·   ·  Report

    Agreed! Even though it's nice to have the receipts, etc., filed by month/year, I would love to have the option to sort by Job name, as this would make my job much easier when pulling the physical copies of the receipts for internal project audits.

  • Tom Earp commented  ·   ·  Report

    I would go further and say that full customisation of the backup filename is needed to allow the user to choose what fields are included and in what order.

    Just having <Supplier Name> - <Dext Item ID> is not very useful. If someone comes to audit and asks me for the copy of the invoice/receipt from a supplier I've made multiple purchases from in a given month, I have to log into Dext and find the Item ID from the Archive, then find it in the backup folder to make sure I've given them the right one.

    The date format would also need to be fully customisable, as different companies/countries have different default date formats. I'm thinking about the obvious difference of day and month being reversed in some cases (e.g. UK vs USA dates), but also companies that enforce policies such as ISO 8601 date/time formatting.

    As an example, today's date, 7 May 2024, could be:
    07/05/2024 (UK format)
    05/07/2024 (USA format)
    2024-05-07 (ISO 8601 format)

    In my situation, the preferred backup filename format would be:
    <ISO 8601 format Invoice Date> - <Supplier Name> - <Invoice Total> - <Dext Item ID>.

    The reason for preferring ISO 8601 formatting of the date is that naming files that way results in most operating systems' file explorers automatically showing items in chronological order, making it much easier to find things.