Overview
File naming rules control how Clio Operate builds a file name when it saves a document to a repository. One central set of rules now applies across document generation, document bundling, email archiving, inbound email attachments, document split, legal forms and electronic signatures.
Before release 7.12, each of these areas used its own fixed naming logic. Results were inconsistent and could not adapt to a repository’s constraints. From 7.12 you manage naming in one place, through the File Naming feature. Each rule controls invalid characters, whitespace, collision suffixes and length, and a separate compliance policy acts as a final safety net so that every file name reaching a repository is valid.
Before you start
You need access to Modeller > Global features and the core.adminAccess or core.modeller permission to change file naming configuration.
The File Naming feature appears under the Document Management category in Global features.
The seeded rules
Four rules are seeded by default. They reproduce the naming behaviour used before 7.12.
| Rule | Behaviour |
|---|---|
| _title | Passes the title through unchanged. |
| _titleAsFilename | Replaces whitespace with hyphens and appends a timestamp to avoid collisions. This is the default rule. |
| _titleAsFilenameWithoutTimestamp | Replaces whitespace with hyphens, with no collision suffix. |
| _sanitised | Strips invalid characters only, with no whitespace or collision processing. |
Open the File Naming feature
- Navigate to Modeller > Global features.
- Search for File Naming.
- Select the cog to open the configuration blade.
Configure a file naming rule
Each rule has four sections that you toggle on or off. Enable a section to apply that processing.
- Select add rule.
- Enter a Name. The name must be unique and is used as the tag, for example
_titleAsFilename. - Enter a Display Name, and optionally a Description.
- Configure the sections described below.
- Save the rule.
The sections behave as follows:
| Section | What it does |
|---|---|
| Whitespace handling | Replaces whitespace using a regex pattern (default \s+) and a replacement string (default -). The replacement character is trimmed from the start and end of the name. (The extension has whitespace collapsed by the same pattern, but is not trimmed of the replacement character.) |
| Invalid characters | Replaces or strips characters that are invalid for the target repository. You can set custom invalid characters and add regex patterns. Turning on Reject raises an error instead of stripping when a custom regex pattern matches; standard invalid characters are always stripped or replaced regardless of the Reject setting. |
| Collision handling | Appends a uniqueness suffix before the extension. Set the separator (default -), and enable a timestamp (yyyyMMddHHmmssfff) and/or a 12-character random hash. When both are enabled, the suffix is composed as -<hash>-<timestamp>. |
| Length constraints | Enforces the repository's maximum name and path length. Set a custom maximum if needed, and choose Truncate or Reject. Truncation keeps the extension. Note: if a rule enables both Collision handling and Truncate, truncation can currently remove the collision suffix. Do not rely on both together for uniqueness. |
Set the default rule
One rule is the default, marked with a star. Document-producing areas use the default rule when no specific rule is selected. Select a rule and set it as the default to change this. _titleAsFilename is the default out of the box.
Configure the compliance policy
The compliance policy is a global safety net. It runs after rule processing, on the fully composed file name, so a valid name reaches the repository even when a rule is only partly applied in a template.
- In the Compliance section, enable compliance.
- Set invalid character handling, with optional custom characters, regex patterns and reject-on-match.
- Set the length handling to enforce the repository limits.
Test a rule
- Select Test Configuration on a rule.
- Enter a test file name and select a target repository.
- Review the applied rules and any warnings or errors.
The debug preview displays the rule output only; the compliance policy is not applied in the preview, so the final saved name may differ if compliance trims further. The debug blade does not change the rule. Close it when you are done.
Delete a rule
Deleting a rule runs a usage check through the standard Check Usage and Delete panel. Any references, for example, an email channel or document bundling, are listed. Blocking usages prevent deletion until you resolve them.
If you delete the current default, the default is reassigned to the first remaining rule. After deleting a rule, check that a default is still set.
Use rules in each area
Once rules exist, set which rule each document-producing area uses.
- Document templates: file naming rules appear as tags in the Naming rules group in the context browser. Add a rule tag to the Output Title, Output File Name and PDF File Name fields.
- Document bundling: select a File Naming Rule in the Document Bundling global feature. A rule is required.
- Email archiving: select a File Naming Rule on the email archive channel configuration. Separate template fields are provided for inbound and outbound email file names.
- Electronic signature: add rule tags to the Output File Name and Output Title editors, at channel or template level. If neither is set, the default rule is applied.
- Legal forms and inbound email attachments: rule tags are available in the file name fields.
- Document split: uses the default rule.