Auto-naming documents

With Monarch Server's auto name feature you can automatically assign names, based on any combination of index fields and document identifiers, to documents filed into the system. It is important to provide meaningful names for documents (that is, names that identify the kind of data the documents contain).

NOTE: Before assigning an auto-naming scheme, you need to select an index model and add indexes to the map in the Mapping section on the Document Type page.

To auto-name a document

To auto-name a document

  1. On the Navigation Tree, click Report Warehouse, then click Document Management and select Document Types.

  2. Click clip0002  to add a new document type, or open an existing document type by clicking its name.

  3. Click the AutoName button at the bottom of a page to display the Auto Name window.
    The Auto-Name String field will display auto name macros after you select them by clicking corresponding buttons at the bottom of the page.

  4. Build the auto-name string by clicking any combination of the following buttons:

NOTE: Before you click this button, select an index field from the Index drop-down list, then enter the number of repeat indexes to add to the auto-name string in the Repeat field. To include all values of this index field, enter A in the Repeat field. In the index macro, the first number is the ID number that was automatically assigned to the index field when it was created. The number (or letter, for example, A) following the colon is the number you entered in the Repeat field.

  1. Enter any static text that you would like to appear in the auto-name string.

  2. Click Save to save the auto-name string settings and close the Auto Name window.

  3. To save the change to the document type, click the Save button on the Document Types page.

NOTE: A dialog may appear, asking whether you want to rename any documents that have already been stored using this new name. Select Yes to rename existing documents, or No to just use this name for new documents as they are added.


Example of using the auto name feature

To auto name documents of a Checking Statement document type in the following format:

Checking Statement - Thomas T. Edwards, 12/11/97 

Perform the following steps in the Auto Name window:

  1. Click the Document Type button. [DOCTYPE] appears in the Auto-Name String field.

  2. Click the Space button. A space, hyphen, space ( - ) appears in the Auto-Name String field after [DOCTYPE].

  3. Select Customer Name from the Index drop-down list, enter 1 in the Repeat field, then click the Index button. [INDEX 100.1] appears in the Auto-Name String field after the space, hyphen, space ( - ).

  4. Type a comma (,) in the Auto-Name String field after [INDEX 100.1].

  5. Using the spacebar on your keyboard, enter a space in the Auto-Name String field after the comma.

  6. Click the Document Date button. [DOCDATE] appears in the Auto-Name String field after the space.

The completed string in the Auto-Name String field reads: [DOCTYPE] - [INDEX 100.1], [DOCDATE]