Choose how your individual job sheet PDFs are named. Build a naming convention from the details that matter to your client, like block, level and door ID, and Onetrace applies it to every file automatically. It works both when you export job sheets as individual PDFs in a zip file and when you download a single job sheet. Your organisation has one naming convention, set by an admin in settings. Until you change it, your files keep the same names they have today.
No more manual renaming: every PDF in a zip carries its own details, so you can hand a report pack straight to your client.
Your client's identifier in the file name: add the location reference token to include door IDs, plot numbers or asset tags in every file name.
⚠️ This feature is currently in beta whilst the product team gathers feedback. If you would like to learn more please contact our support team.
💡 Report naming applies to individual job sheet PDFs only. Other reports, including the combined Job Sheets PDF, Excel exports and Locations reports, keep their current names.
Set your naming convention
If you want your client's door or asset IDs in your file names, set up the location reference first. See Customise the location reference field.
How to set your naming convention
Go to Settings > Report naming.
Under Report type, select Individual Job Sheet PDF. If you haven't changed it yet, it shows the Onetrace Default tag.
Next to Naming convention, select Edit.
Build your convention using the options below, checking the Preview as you go.
Select Save.
Tokens—the details that make up each file name.
Select + to open the token list.
Tick the tokens you want to add, then select Apply.
Drag a token by its handle to change its position, or select × to remove it.
You need at east one token. If you remove them all, you'll see No tokens added and won't be able to save. The job sheet number is always present as this is the unique identifier.
Group | Tokens |
Location and Jobs | Location Number, Location Reference, Job Sheet Number, Job Sheet Reference, Job Number, Job Reference, Form |
Site | Site Name, Site Number, Block, Level, Zone |
Other | Project, Project Reference, Organisation, Date, Time, Client |
Site Name and Site Number are only available for multi-site projects.
Preview—see example file names before you save.
Check the example file names under Preview. These use example project data, so they won't match every real export.
(Optional) Tick Simulate two files resolving to the same name to see how Onetrace handles duplicate file names.
To go back to the Onetrace default, select Reset while editing, then Save.
How file names are built when you export
Your naming convention is applied each time you export job sheets as individual PDFs or download a single job sheet.
Each file gets its own details: tokens fill in with the values for that job sheet, so a zip of 200 job sheets gives you 200 distinct names.
Empty tokens are skipped: if a job sheet has no value for a token, like a location with no zone, that token is left out of its file name.
Duplicate names get a suffix: if two files in the same export would have the same name, Onetrace adds a number to the end, so no file is overwritten.