Renaming all files

Whether your archive or ERP system has particular filename requirements, your invoice files need to have filenames that are short or of fixed length, or you simply need to add a specific prefix to filenames, for example, ReadSoft Collector can automatically rename all processed files according to your specifications - separately for each job. One or more environment variables can be included to ensure that resulting filenames are unique (see corresponding section below).

To set this up:

1. Open or create the job in which you want to change the names for attached/processed files.

In the Interpret > Source settings of the dialog that is displayed, select Data source extension as the invoice source.
Select ReadSoft Collector in the drop-down list.
Click Configure.

2. On the Input tab, select Rename all files.

3. Select appropriate macros in the list and click Insert Macro, and/or type the text that you want to use to create filenames for all processed files in the box provided. When this box is filled in, the text specified replaces the file names of all files that have been processed in Interpret and sent to Transfer (including the original file).

   If characters that are not allowed by the host operating system are used (for example, \ / : * ? \ " < > |), they are replaced in the filenames by an underscore character (_). Note that the characters that are not allowed will vary depending on the operating system.

Click OK to close the dialogs. Save your changes if prompted to do so.

Notes:

• When specifying the filename format, it is possible to create filenames that are not unique (using %DATE%_%PID%, for example). This works in Interpret since ReadSoft Collector checks for duplicate filenames and adds a number (n) to the filename when needed (for example, invoice.tif, invoice(1).tif, invoice(2).tif, and so on). However, this will not work if you need filenames with a fixed length or if you specify a single destination folder in the Transfer job (since files with the same names may already exist there).

• The fully qualified file name must be less than 260 characters, and the directory name must be less than 248 characters. The path = attachmentfolder/YYYY-MM-DD/GUID.

Recommendation: Ensure that resulting filenames are unique when using Rename all files. To do this, unique environment variables such as %GUID%, %SHORTUUID%, or %DATETIME% can be used in combination with other variables that are not unique (such as those mentioned in the note above or %COMPUTERNAME%, for example).

The renaming of processed files for XML invoices

When processing XML invoices from a folder, it is important that outgoing filenames are unique since invoice files with the same names as previously processed files can be added to the folder at a later time.  Consequently, ReadSoft Collector automatically ensures that filenames are unique in this situation by adding a default prefix to every file that is outputted for XML invoices. The format used is PID_GUID_Originalfilename.xml and includes any corresponding 000, SXML, or PDF files. However, if this does not meet your requirements, you can change it by selecting Rename all files and specifying what you need.

Related topics

Treating each email attachment as a separate invoice