How to Customize Signed Document Naming in BoldSign?

In BoldSign, you can customize the file name for signed documents to suit your needs. By default, a standard naming format is applied, but Account administrators can change the file name format in the Business Profile settings. This feature helps keep your documents organized and ensures consistent naming conventions.

Customize File Naming for Signed Documents

Follow the steps below to customize the file names for your signed documents:

• Expand the Settings menu and choose the Business Profile option.
• Scroll down to find the Customize Naming for Signed Documents section.
• The default file name is automatically set and cannot be edited. It follows the format {title}_{status}, and the sample file name shown is Contract_Completed.pdf, using a Contract document as an example.

• To customize the file name, select the Custom Pattern option. A text box will appear with an information icon.
• Hover over the information icon to see a tooltip with details about the rules for custom file names.

• Click on the text box to select your desired file name pattern.
• A list of available file name pattern options will appear below the box.

• Choose one or more file name pattern options from the list. The selected patterns will automatically update the file name format in the Sample section. If you select multiple file name pattern options, the file name will follow the formats you’ve chosen, in the order selected.

• For example, if you choose the title, signer name, and document status, the resulting file name will look like this: ContractJohnCompleted.pdf.

• Click on the Save changes button to save your changes.
• If you want to discard your changes, click Cancel to return to the original setting.

Examples of File Name Patterns in BoldSign

1. Client Agreements
   Consider a sales executive who sends a client agreement for signature. To easily track who signed the document and when it was completed, the file name includes the document title, the first signer’s name, and the date of completion.
   Pattern: {title}{signername}{completeddate}
   Example Output: ClientAgreementJohnSmith04072025.pdf

2. Internal HR Documents
   An HR manager sends onboarding forms to new employees. Including the sender’s name in the file name helps distinguish documents sent by different team members, especially in collaborative environments.
   Pattern: {sendername}{title}{completeddate}
   Example Output: EmilyHROnboardingForm04072025.pdf

3. Sales Contracts with Unique Identifiers
   A sales team uses structured file names to manage documents within their CRM. By including the unique document ID, contract title, and status, they can streamline document tracking and system integration.
   Pattern: {documentId}{title}{status}
   Example Output: 8f59295d-xxxx-xxxx-xxxx-e7dc88cfff2cSalesContractCompleted.pdf

4. Multi-Signer Agreements
   For legal agreements that require signatures from multiple parties in a specific order, including both signers’ names in the file name ensures clarity on document participants.
   Pattern: {title}{signername_order#1}{signername_last}
   Example Output: PartnershipAgreementAliceBob.pdf

5. Status-Focused Document Filing
   A document administrator handling a high volume of files needs a simple way to sort documents based on their progress. Including the document title, signer’s name, and document status helps with filtering and tracking throughout the workflow.
   Pattern: {title{signername}{status}
   Example Output: NDAJohnSmithCompleted.pdf