Default document folder naming uses the List name but in the case of an Account item, the Account name is used and in the case of a Contact item the Full Name is used.
Note: All document folders are automatically assigned a number which is the ID of the item. This number should not be removed or altered.
To override the default naming method and apply custom naming to list items add the Setting below.
For example: If there is a field in the Projects List called “Project Type”, the folder name can use that field’s value instead of using the default term of “Project” (which is the Singular List Mapping Setting name for that list).
Setting Name: CustomFolderNames
Setting Value: Listname|Field Name to Use
In the Value add the List Name followed by a “pipe” ( | )and then the column field that holds the value you would like to see for the Folder name.
Note: This setting will not override any previously added folders. This is a go-forward process only.
Folder Naming Considerations
What you should consider with custom naming conventions is whether you will be creating multiple items within one parent. For example, lets say you have the possibility of creating multiple Opportunities or multiple Projects for one Account. If you assigned the Custom Folder Naming convention to a choice the likelihood is that the folder name can be duplicated which will be confusing. In this case use a field assignment that is unique, such as shown above where we used the field “Summary”. To keep the field name short we restricted the length of the Summary field.
For example, in the screen shot below there are two “Case Management” folders. This folder was created without a custom name so the list name was the default name which may not be very useful if more than one Case can be created for an Account.
The name “Updated Firestone Parts” is a unique name in that the “Summary” field had been assigned as the Custom Folder Name.
If in your business you might only have one Opportunity then leaving the folder name defaulted to the list name will be sufficient. If however there are possibly multiple Opportunities you will want to use a unique naming convention for newly created Opportunities.
Managing Document Folders
Over time empty document folders will find their way into your Flex site and for various reasons you may want to remove them. A quick way to find empty folders is to add the columns “Folder Child Count” and “Item Child Count” to your Document View.
Sort the column with a “Folder Child Count” to visually see the Folders and items with zero items.
Tip from a Customer:
“The new folder naming system is working well so far. Since this is a forward looking change only, I worked out a way to quickly change folder names for existing opportunities. I simply created a dummy .txt file on my desktop. I then go to an opportunity and click upload file and upload the dummy file. It then creates a new folder with the Opportunity name. The nice thing is that it automatically changes the pointer in the Documents Sub-Grid. Then I just use Windows Explorer, mapped to the document library and move the files, and delete the old folder.”