System Variable Grouping: Document Management & Storage Provider Use the System Variables in this grouping to define and control the settings related to default document storage, document validity management, and file naming structure. Related Topics:System Variable 36: Allow Users to Change the Suggested File Name Use this System Variable to allow users to specify or change the file name of documents upon saving them. System Variable 37: Automatically Correct File Names Use this System Variable to set whether WorkBook should automatically correct file names that contain invalid characters. System Variable 38: Automatically Create Job Subfolders Use this System Variable to set whether WorkBook should automatically create the job folder as well as any subfolders when creating a new job. System Variable 39: Resource Folder: Automatically Create Resource Folder Use this System Variable to set whether or not WorkBook should automatically create resource folders when creating a resource. System Variable 40: Auto Rename Filenames Use this System Variable to set whether or not WorkBook should automatically rename file names. System Variable 41: Path to Backup Folder for Files Deleted by a User Use this System Variable to define the name of the folder where deleted files are moved. System Variable 42: Replace Non Valid Characters With This Character Use this System Variable to specify a character that replaces all invalid characters in a file name. System Variable 43: File Name - Date String Composition Use this System Variable to specify the date format that you want to use for document file names. System Variable 44: Auto Document File Name Composition Use this System Variable to specify the format that you want to use for document file names. System Variable 45: Maximum Number of Characters in Filename Use this System Variable to specify the length of document file names. System Variable 46: Primary Job Folder Name Use this System Variable to automatically create the primary job folder within which all job folders are created. System Variable 50: Secondary Job Folder - Use Extra Name Use this System Variable to allow the use of an extra name when creating a secondary job folder. System Variable 51: Auto Create Job Folders Use this System Variable to set whether WorkBook should automatically create the primary job folder when users create a job. System Variable 52: File and Folder Name - Maximum Folder Name Length Use this System Variable to specify the length of file and folder names. System Variable 53: Root Folder Naming for Active Jobs Use this System Variable to automatically create the folder within which all new job folders for active jobs will be created. System Variable 54: Root Folder Naming for Closed Jobs Use this System Variable to automatically create the folder within which all new job folders for closed jobs will be created. System Variable 55: Character Separator in Job Folder Name Use this System Variable to specify the character that serves as the separator between the job number and job name in a job folder name. System Variable 56: Secondary Job Folder - Character Separator in Job Folder Name Use this System Variable to specify the character that should be used as the separator in secondary job folder names. System Variable 57: Path to Additional Sub-folders (Add to Existing Jobs) Use this System Variable to specify the path to additional subfolders that are added to existing jobs. System Variable 58: Only Use Lower Case Characters in Filename Use this System Variable to specify whether document file names must use only lowercase characters. System Variable 59: Auto Remove Local Language Characters From Filename Use this System Variable to indicate whether WorkBook should automatically remove local language characters from file names. System Variable 60: Resource Folder: Maximum Length of Resource Folder Use this System Variable to specify the maximum length of resource folder names. System Variable 61: File Name Separator Character When Composing File Name Use this System Variable to specify the character that separates data in file names. System Variable 62: Add Employee Initial When Creating New Documents or Reports From WorkBook Use this System Variable to indicate whether WorkBook should add employee initials to file names when creating documents or reports in WorkBook. System Variable 63: Create New Document - Set Document Template Name as File Name Use this System Variable to indicate whether WorkBook should use the template name as the file name when creating a document. System Variable 64: Change/Remove Space Character Use this System Variable to indicate whether WorkBook should automatically change or remove any spaces in file names. System Variable 65: Replace Space Character With This Character Use this System Variable to specify the character that replaces any space that is present in a file name. System Variable 163: Hot Folder to Document Templates Use this System Variable to specify the network path to the WorkBook templates folder. System Variable 393: Enable Search for Vouchers in Sub-folders If Voucher File Is Not Found in Primary Folder WorkBook no longer supports this setting. System Variable 432: Resource Folder: If Possible Then Automatically Rename the Resource Folder When the Resource Name Is Changed Use this System Variable to automatically rename the resource folder when the resource name is updated. System Variable 448: Resource Folder - Folder Name Structure Use this System Variable to specify the structure that you want to use for resource folder names. System Variable 562: Move Voucher Between Jobs - Allow Error on Create New Voucher File Use this System Variable to indicate whether WorkBook should ignore errors in the file attachment when moving a voucher. System Variable 684: Job Folder Name Job Number Place Use this System Variable to determine the file naming structure of job folders. System Variable 689: Resource Search File Folder UNC Use this System Variable to specify the resource search file folder. System Variable 723: Rich Text Storage Provider Use this System Variable to identify the storage provider to use when saving rich text files. System Variable 724: Rich Text Storage Provider Subfolder Use this System Variable to enter the name of the storage provider subfolder for storing rich-text files. System Variable 733: Temporary Folder for Storage Provider Use this System Variable to enter the name of the temporary folder on your storage provider. WorkBook uses this folder for certain functions. For example, WorkBook uses the temporary folder when uploading a journal file. System Variable 736: E-Transfer - Storage Provider Use this System Variable to determine the storage provider that should be used when saving e-transfer files. System Variable 738: Always Merge Folders Use this System Variable to indicate that WorkBook should always merge resource/job folders and template structures when creating resource/job folders. This System Variable is designed specifically for WorkBook systems that use WebDav on Apache. System Variable 747: Temporary Storage Provider Use this System Variable to specify a temporary storage provider. System Variable 752: Storage Provider for Attachments Saved in Conversations Use this System Variable to specify the storage provider where files that are uploaded to conversations are saved. System Variable 753: Storage Provider Subfolder for Attachments Saved in Conversations Use this System Variable to specify the subfolder on the storage provider that will be used to save the files that were uploaded to conversations. System Variable 780: Enable Collection Folders "All" and "File Type" in Document Browser Treeview Use this System Variable to indicate whether WorkBook should display collection folders "All" and "file type" in the document browser tree view. System Variable 849: Force Creation of Physical Folders in Non-Production Environments Use this System Variable to indicate whether or not WorkBook should allow the forced creation of folders in non-production environments. System Variable 854: Should the System Prompt the User if the Job Folder Should Be Renamed When a Job Is Renamed Use this System Variable to determine whether or not WorkBook should prompt users before renaming job folders. System Variable 855: Should the System Prompt the User if the Resource Folder Should Be Renamed When a Resource Is Renamed Use this System Variable to determine whether or not WorkBook should prompt users before renaming resource folders. System Variable 921: Default Portal Folder Use this System Variable to specify the default folder for portal users. System Variable 940: Job UNC Path Structure Use this System Variable to select the method that WorkBook should use as the default job UNC path structure. System Variable 986: Mask to Apply for Job Folder Name When Creating a New Job Use this System Variable to determine if custom job folder names should be allowed. System Variable 991: Folder to Store Report Attachment Documents Use this System Variable to specify the default folder to store report attachment documents. System Variable 992: Storage Provider to Store Report Attachment Documents Use this System Variable to identify the storage provider that should be used when storing report attachment documents. System Variable 1007: Recursive Document Browser Use this System Variable to determine whether WorkBook should use recursive browsing when downloading folders and files. System Variable 1017: Stored File Storage Provider Use this System Variable to select the storage provider to use for Stored File. System Variable 1018: Stored File Storage Provider Subfolder Use this System Variable to specify the default subfolder that should be used for Stored File. System Variable 1032: Resource Contact Sub Folder Use this System Variable to identify the default subfolder that should be used for Contact documents. System Variable 1034: File Extensions Allowed When Uploading a File to a Voucher Use this System Variable to determine the permitted file types that you can upload to the Storage Provider—for example, as attachments to vouchers and documents on jobs, tasks, chats, and so on. System Variable 1082: Document Link Default Date Interval Use this System Variable to set the default interval (in days) that a document link should remain valid starting from the start date. System Variable 1083: Document Link Maximum Date Interval Use this System Variable to specify the maximum number of days that a document link can stay valid. System Variable 1084: Document Link Default Max Downloads Use this System Variable to specify the default maximum number of times that a document link can be downloaded. System Variable 1089: Document Link Maximum Max Downloads Use this System Variable to specify the maximum number of times that a document can be downloaded using the download link. System Variable 1090: Document Link Default Login Required Use this System Variable to set whether WorkBook should require users to log in before they can download documents. System Variable 1091: Document Link Force Login Required Use this System Variable to indicate whether or not forced login is required before users can download documents. System Variable 1113: Internal Storage Provider Use this System Variable to specify the default internal storage provider. System Variable 1114: Internal Storage Provider Sub Folder Use this System Variable to specify the default internal storage provider subfolder. System Variable 1192: File Extensions Allowed When Uploading a File Use System Variable 1192 to determine the permitted file types that you can upload to the Storage Provider—for example, as attachments to vouchers and documents on jobs, tasks, chats, and so on. Parent Topic: Descriptions HomeWorkBook Online HelpSettingsGlobal System SettingsSystem VariablesDescriptionsSystem Variable Grouping: Document Management & Storage Provider
System Variable Grouping: Document Management & Storage Provider Use the System Variables in this grouping to define and control the settings related to default document storage, document validity management, and file naming structure. Related Topics:System Variable 36: Allow Users to Change the Suggested File Name Use this System Variable to allow users to specify or change the file name of documents upon saving them. System Variable 37: Automatically Correct File Names Use this System Variable to set whether WorkBook should automatically correct file names that contain invalid characters. System Variable 38: Automatically Create Job Subfolders Use this System Variable to set whether WorkBook should automatically create the job folder as well as any subfolders when creating a new job. System Variable 39: Resource Folder: Automatically Create Resource Folder Use this System Variable to set whether or not WorkBook should automatically create resource folders when creating a resource. System Variable 40: Auto Rename Filenames Use this System Variable to set whether or not WorkBook should automatically rename file names. System Variable 41: Path to Backup Folder for Files Deleted by a User Use this System Variable to define the name of the folder where deleted files are moved. System Variable 42: Replace Non Valid Characters With This Character Use this System Variable to specify a character that replaces all invalid characters in a file name. System Variable 43: File Name - Date String Composition Use this System Variable to specify the date format that you want to use for document file names. System Variable 44: Auto Document File Name Composition Use this System Variable to specify the format that you want to use for document file names. System Variable 45: Maximum Number of Characters in Filename Use this System Variable to specify the length of document file names. System Variable 46: Primary Job Folder Name Use this System Variable to automatically create the primary job folder within which all job folders are created. System Variable 50: Secondary Job Folder - Use Extra Name Use this System Variable to allow the use of an extra name when creating a secondary job folder. System Variable 51: Auto Create Job Folders Use this System Variable to set whether WorkBook should automatically create the primary job folder when users create a job. System Variable 52: File and Folder Name - Maximum Folder Name Length Use this System Variable to specify the length of file and folder names. System Variable 53: Root Folder Naming for Active Jobs Use this System Variable to automatically create the folder within which all new job folders for active jobs will be created. System Variable 54: Root Folder Naming for Closed Jobs Use this System Variable to automatically create the folder within which all new job folders for closed jobs will be created. System Variable 55: Character Separator in Job Folder Name Use this System Variable to specify the character that serves as the separator between the job number and job name in a job folder name. System Variable 56: Secondary Job Folder - Character Separator in Job Folder Name Use this System Variable to specify the character that should be used as the separator in secondary job folder names. System Variable 57: Path to Additional Sub-folders (Add to Existing Jobs) Use this System Variable to specify the path to additional subfolders that are added to existing jobs. System Variable 58: Only Use Lower Case Characters in Filename Use this System Variable to specify whether document file names must use only lowercase characters. System Variable 59: Auto Remove Local Language Characters From Filename Use this System Variable to indicate whether WorkBook should automatically remove local language characters from file names. System Variable 60: Resource Folder: Maximum Length of Resource Folder Use this System Variable to specify the maximum length of resource folder names. System Variable 61: File Name Separator Character When Composing File Name Use this System Variable to specify the character that separates data in file names. System Variable 62: Add Employee Initial When Creating New Documents or Reports From WorkBook Use this System Variable to indicate whether WorkBook should add employee initials to file names when creating documents or reports in WorkBook. System Variable 63: Create New Document - Set Document Template Name as File Name Use this System Variable to indicate whether WorkBook should use the template name as the file name when creating a document. System Variable 64: Change/Remove Space Character Use this System Variable to indicate whether WorkBook should automatically change or remove any spaces in file names. System Variable 65: Replace Space Character With This Character Use this System Variable to specify the character that replaces any space that is present in a file name. System Variable 163: Hot Folder to Document Templates Use this System Variable to specify the network path to the WorkBook templates folder. System Variable 393: Enable Search for Vouchers in Sub-folders If Voucher File Is Not Found in Primary Folder WorkBook no longer supports this setting. System Variable 432: Resource Folder: If Possible Then Automatically Rename the Resource Folder When the Resource Name Is Changed Use this System Variable to automatically rename the resource folder when the resource name is updated. System Variable 448: Resource Folder - Folder Name Structure Use this System Variable to specify the structure that you want to use for resource folder names. System Variable 562: Move Voucher Between Jobs - Allow Error on Create New Voucher File Use this System Variable to indicate whether WorkBook should ignore errors in the file attachment when moving a voucher. System Variable 684: Job Folder Name Job Number Place Use this System Variable to determine the file naming structure of job folders. System Variable 689: Resource Search File Folder UNC Use this System Variable to specify the resource search file folder. System Variable 723: Rich Text Storage Provider Use this System Variable to identify the storage provider to use when saving rich text files. System Variable 724: Rich Text Storage Provider Subfolder Use this System Variable to enter the name of the storage provider subfolder for storing rich-text files. System Variable 733: Temporary Folder for Storage Provider Use this System Variable to enter the name of the temporary folder on your storage provider. WorkBook uses this folder for certain functions. For example, WorkBook uses the temporary folder when uploading a journal file. System Variable 736: E-Transfer - Storage Provider Use this System Variable to determine the storage provider that should be used when saving e-transfer files. System Variable 738: Always Merge Folders Use this System Variable to indicate that WorkBook should always merge resource/job folders and template structures when creating resource/job folders. This System Variable is designed specifically for WorkBook systems that use WebDav on Apache. System Variable 747: Temporary Storage Provider Use this System Variable to specify a temporary storage provider. System Variable 752: Storage Provider for Attachments Saved in Conversations Use this System Variable to specify the storage provider where files that are uploaded to conversations are saved. System Variable 753: Storage Provider Subfolder for Attachments Saved in Conversations Use this System Variable to specify the subfolder on the storage provider that will be used to save the files that were uploaded to conversations. System Variable 780: Enable Collection Folders "All" and "File Type" in Document Browser Treeview Use this System Variable to indicate whether WorkBook should display collection folders "All" and "file type" in the document browser tree view. System Variable 849: Force Creation of Physical Folders in Non-Production Environments Use this System Variable to indicate whether or not WorkBook should allow the forced creation of folders in non-production environments. System Variable 854: Should the System Prompt the User if the Job Folder Should Be Renamed When a Job Is Renamed Use this System Variable to determine whether or not WorkBook should prompt users before renaming job folders. System Variable 855: Should the System Prompt the User if the Resource Folder Should Be Renamed When a Resource Is Renamed Use this System Variable to determine whether or not WorkBook should prompt users before renaming resource folders. System Variable 921: Default Portal Folder Use this System Variable to specify the default folder for portal users. System Variable 940: Job UNC Path Structure Use this System Variable to select the method that WorkBook should use as the default job UNC path structure. System Variable 986: Mask to Apply for Job Folder Name When Creating a New Job Use this System Variable to determine if custom job folder names should be allowed. System Variable 991: Folder to Store Report Attachment Documents Use this System Variable to specify the default folder to store report attachment documents. System Variable 992: Storage Provider to Store Report Attachment Documents Use this System Variable to identify the storage provider that should be used when storing report attachment documents. System Variable 1007: Recursive Document Browser Use this System Variable to determine whether WorkBook should use recursive browsing when downloading folders and files. System Variable 1017: Stored File Storage Provider Use this System Variable to select the storage provider to use for Stored File. System Variable 1018: Stored File Storage Provider Subfolder Use this System Variable to specify the default subfolder that should be used for Stored File. System Variable 1032: Resource Contact Sub Folder Use this System Variable to identify the default subfolder that should be used for Contact documents. System Variable 1034: File Extensions Allowed When Uploading a File to a Voucher Use this System Variable to determine the permitted file types that you can upload to the Storage Provider—for example, as attachments to vouchers and documents on jobs, tasks, chats, and so on. System Variable 1082: Document Link Default Date Interval Use this System Variable to set the default interval (in days) that a document link should remain valid starting from the start date. System Variable 1083: Document Link Maximum Date Interval Use this System Variable to specify the maximum number of days that a document link can stay valid. System Variable 1084: Document Link Default Max Downloads Use this System Variable to specify the default maximum number of times that a document link can be downloaded. System Variable 1089: Document Link Maximum Max Downloads Use this System Variable to specify the maximum number of times that a document can be downloaded using the download link. System Variable 1090: Document Link Default Login Required Use this System Variable to set whether WorkBook should require users to log in before they can download documents. System Variable 1091: Document Link Force Login Required Use this System Variable to indicate whether or not forced login is required before users can download documents. System Variable 1113: Internal Storage Provider Use this System Variable to specify the default internal storage provider. System Variable 1114: Internal Storage Provider Sub Folder Use this System Variable to specify the default internal storage provider subfolder. System Variable 1192: File Extensions Allowed When Uploading a File Use System Variable 1192 to determine the permitted file types that you can upload to the Storage Provider—for example, as attachments to vouchers and documents on jobs, tasks, chats, and so on. Parent Topic: Descriptions HomeWorkBook Online HelpSettingsGlobal System SettingsSystem VariablesDescriptionsSystem Variable Grouping: Document Management & Storage Provider