Dynamically name signed documents based on metadata: signer's full name, company, email and others
When there are documents in the same folder or templates that are repeatably signed with the same name (Ready Sign Link, Batch Send), Box Sign adds a number and () to the filename to note the different/unique files.
There needs to be a better way to name the files - perhaps using metadata or using the unique id of the sign request. And then all files - signed docs and signed log would be renamed with the same name. Otherwise it's very hard to tell files apart when they all have the same name with just a number and () in them
Adminllaguardia
(Admin, Box)
shared this idea
We see a lot of value in this request and our team is gathering feedback and additional use cases regarding this suggestion.
Please add your comments and support this suggestion so we can prioritize it accordingly. What metadata would you use and what file name format/naming convention you use today?
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Del Monte's HR team is hoping to use Box Sign Bulk Send to get Onboarding documents signed by new hires. They are hiring for the warehouse/assembly line positions. They have large hiring events in which they are onboarding up to 300 people at once.
One challenge is organizing the forms. When you send out a document in Bulk, Box then creates a folder and puts all the documents in there. However, the documents are just numbered (screenshot below). Imagine that you're doing this at a scale of hundreds. It would be really hard to find the correct document for the new hire to sign in person. It would be so helpful if we could pull the name of the new hire and their job title into the name of the sign document to make it easier to find. -
Eric Spilman
commented
This is somewhat possible but dovetails into another request. If the field content became metadata (requested in another idea), you would then be able to use Relay to update the filename. We just need the contents to become metadata!
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Anonymous
commented
Agree with llaguardia's comments above. With regards to the naming convention for executed BoxSign documents, it would certainly be ideal if the metadata from tagged items within the document itself, such as company name and date, could actually be created as a flow on the backend and that becomes the new naming convention.
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Anonymous
commented
I agree that the way Box Sign names files currently is very sub-optimal. Hopefully this can be cleaned up in the future.
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John Pederson
commented
We really need the ability to have the file name update dynamically based on a signer field, like their name. We can do this in Docusign. This is a helpful feature so we know who is using the ready form via the email notification, without having to open the document.
Example: We have a PTO Template for employees to request time off. Right now they go to the Ready Sign and it emails HR the filled out form, but the file is PTO Template xxxxx.pdf
If we could have the signers Name fill in the file name, it could show PTO John Doe xxxxx.pdf instead and show in the email notification. -
Anonymous
commented
Same for templates that are sent via a ready-sign link. Being able to ID a field within the template that we can append to a file name is critical to organizing high-volume documents
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AdminAnonymous
(Admin, Box)
commented
E.g. NDA_COMPANY_SIGNER-NAME
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AdminAnonymous
(Admin, Box)
commented
Box Sign - Fields filled out can dynamically update the contract title
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John Pederson
commented
We should be able to append the file name with a field value from the signed document, like the signers name.
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Admintatsuhikoina
(Admin, Box)
commented
When you use the batch send and receive a signed document, the file name includes a random character string to distinguish the difference of each signed document.
Instead of those random character string, I would like to have the name or email address of the signer so it is easy to know which document is signed by who with just looking at the file name.
