Document Intelligence - Rename Invoice Attachments

Note: Don't see this yet? This feature is in Limited Availability (LA) and is releasing in waves. During the LA, we'll review and implement participant feedback to prepare for general availability.

Find the right invoice file faster by giving attachments meaningful names. When a draft from Document Intelligence becomes an invoice, Blackbaud Financial Edge NXT can rename the attached file using details from the invoice, such as the vendor name and invoice number. For example, JBD Supply Company 4821.pdf replaces a generic scanned file name.

Tip: This workflow is for admins only.

1. From Settings, Payables, Document Intelligence, select Rename invoice attachments.

2. Select Rename attachments when drafts become invoices.

   A list of fields displays for renaming. Select or clear each field to customize your attachment file name. To use this feature, you must select at least one field.

   Tip: This setting applies to drafts from Document Intelligence, whether you convert them manually or they convert automatically.

3. To include your own text, such as a prefix, select Add text and enter details.

   Custom text can't be empty or include these characters: \ / : * ? " < > |

4. To change the order of the file name, drag and drop or select Top to reorder.

5. Select a separator such as a space, hyphen, or underscore to place between each field and set of text.

6. If you selected Invoice date, specify a date format.

7. Review the example file name to confirm the result.

   The example is based on a sample invoice and refreshes as you make changes.

8. Select Save.

   Warning: Renaming applies only to invoices converted after you save the setting. Existing attachments keep their current file names.

How Renaming Works

• Renaming is off by default. Nothing is renamed until you enable.

• The attachment is renamed once, when the draft becomes an invoice. Later changes to the invoice don't rename the file again.

• Renaming applies only to invoices created through Document Intelligence. Expense Management invoices and invoices created another way keep their original file names.

• The file extension stays the same. For example, a PDF remains a PDF.

• If a selected field has no value on the invoice, the field and its neighboring separator are left out of the file name. The name never starts or ends with a separator.

• If the file name is empty, the attachment keeps its current name.

• If two files have the same name, a number is added to distinguish them, so files are not lost or replaced.

• Characters that aren't allowed in file names are replaced automatically, including characters in invoice data such as a vendor name or invoice number.

Tip: To rename the attachments of drafts that convert without review, enable automatic conversion. Renaming works the same way for both.