Customizing your file naming convention upfront lets you automatically save agreements in a consistent and organized manner. Ironclad can automate where your agreements are stored and how they are named in your cloud storage. Note, we highly recommend establishing your desired file name and path conventions at the start to avoid messy document drivers if you change it after launching and running workflows.
Here are some tips on how to name your files and file paths to keep file management intuitive.
- How Files Are Being Saved
- How to Customize File Names and File Paths
- How to Incorporate Metadata Tags into the Naming
How Files Are Being Saved
Go to Workflow Designer and click on the Archive tab and click into File Management. Here, you will see your current file paths and file names. You can customize this by clicking into the text box.
For more cloud storage information, please reference this article.
How to Customize File Names and File Paths
You can change how your file names are saved directly on the Archive tab. To edit, click in the text box. This filename will apply identically for both Draft and Signed files.
- Drafts will be saved as .docx and Signed agreements will be saved as .pdf.
- Words in [square brackets] are your metadata tags. More on how to incorporate these in your filing conventions in the next section.
Organize by agreement type, counterparty name, your company name, and agreement date.
- [Agreement Type] between [Counterparty Name] and [Your Company Entity] ([Agreement Date]).pdf
- Example result: NDA between Acme Inc. and Beta, Inc. (12/12/2020)
You can change your file paths directly on the Archive tab. To edit, click in the text box. Words in [square brackets] are metadata tags in Ironclad. More on how to incorporate these in your filing conventions in the next section.
Consider (1) who will access these documents in the future and (2) how they will access them.
- Organize by agreement type, then counterparty name, then agreement status:
- [Agreement Type] / [Counterparty Name] / Drafts / [Your file goes here]
- Organize by counterparty name, then agreement type, then agreement status:
- [Counterparty Name] / [Agreement Type] / Drafts / [Your file goes here]
How to Incorporate Metadata Tags in File Names and File Paths
You can customize your file names and file paths by including any metadata tags you are recording in Ironclad.
To input the tags in the correct syntax, go to the Document tab in Workflow Designer and click on Edit.
Tags are inside [square brackets] and in camelCase. E.g. [customNdaType] or [customEffectiveDate].
To add tags in file names and file paths, copy the tag in [square brackets] and camelCase, go back to the Archive tab and paste the tag inside the file name or file path text box.
Click out of the text box to confirm that tags have been correctly entered; they will turn into colored pills if they were.
- When adding tags to the File Name use dashes (-), not forward slashes (/).
- There is a specialized tag, [workflowTemplateName], that allows users to include the Launch Form Name – the name from the 'Start Workflow’ dropdown.
- File names can be up to 255 characters.
- All dates in file names follow the Month DD, YYYY format.
- Conditionals and any signer tags are currently not supported in file names and file paths.