This bot is available for free, and its usage does not consume credits. For more information about credit usage, refer to this article.
General
The Rename attachment bot automatically renames files uploaded via the attachment widget in a web form. This ensures consistent and organized file naming, making it easier to manage and identify attachments throughout the workflow.
Use case: A company collects project offers through a form that requires users to upload supporting documents. Using the Rename attachments bot, the company can automatically rename each uploaded file based on a pre-defined format, such as [Project Name]_[Submission Date], ensuring consistency and simplifying file organization for internal reviews.
How to set up
To add the bot:
1. Add a new action by clicking a plus icon.
2. Choose the Rename attachment bot in the Process bot category or use the search bar to locate the one.
3. Click on the bot to install it.
Trigger:
A trigger is a specific event, like completing a document, that activates the bot. This bot can be placed only after a step or any other element (for example, another bot), and it will run once the previous element finishes its job.
Action settings:
Select the document where the attachment is located.
Select the attachment field (if the document contains one attachment field, it will be selected automatically)
Set a new name that will be assigned to the attachment after its completion by selecting one of the item types:
Fixed value: assign a static, unchanging name of your choice. For instance, you could set a name like "Project offer"
Signer details: use the details of the signer, such as their name or email address
Document field: assign the name from a field that the signer has already filled out in the document
Date and time: insert the date, time, year, etc., when the document is being filled out or signed.
Input parameters: insert dynamic data (such as a document number or custom field value) into the attachment's name
Compound: Combine static text with dynamic data variables. For example, you can create a name using the "@" symbol followed by selecting from available data variables, for example- Invoice_@{Document Number}.
Note: Special symbols like: @#$ cannot be used in the document’s name.
Use Add more option for more attachment fields to be renamed by the bot.
Testing
In the Test section, select Test to check how the bot works. If everything is set up correctly, you will see a success message. If there are any issues, an error message will appear.
Conditions
Set conditions to control when the bot activates, tailoring it to your specific needs for more efficient automation. For detailed guidance, refer to this article.
Advanced settings
This section allows you to choose how the process proceeds in case the bot fails:
Select Proceed to allow the workflow to move to the next signer and automation if the bot isn't crucial.
Select Stop if the bot is critical; this prevents the next signer from receiving documents if data wasn't pre-filled from the source of your choice.r