Document Storage and Naming
Avoid Broken Links
Every time that you create a new working document from a template,
Where should I save my working document?
and What should I name it?
This is important because…
This training is essentially
How to do 5S organization for your computer folder systems
Systems2win suggestions for
Where to store your related documents
- The easiest way to avoid broken links
is to keep all related documents in the same folder
If you keep all related documents in the same folder, you can even move or rename the entire folder, and all links will still work.
- If you break rule # 1 (if you store linked documents in other folders...)
then your team leader (or your IT Department) needs to provide very clear guidelines
for where those documents are stored — (and don't change those rules)
The related folders must not change 1) foldername, 2) position relative to the related folders
and file names cannot change.
Where NOT to store your documents
Do not store working documents in your \S2winPortal\ folder
Your S2winPortal folder should contain only master templates.
If you have more than 1 user, hopefully your IT Department followed our recommendation
Shorter folder paths are better
For active hyperlinks within PDF's
the shorter the folder path the better.
If you have not yet learned how to use tinyurl.com
now is a good time to learn.
Bookmark = filename
Systems2win suggestions for
What to name your working documents
Common naming convention for workbooks
templatename + "_product, project, or team name"
Examples: FlowChart_product123.xlsx, gantt_projectABC.xlsx
Common naming convention for worksheets
(the tabs within a workbook)
You will often name your sheet based on development status
Examples: AsIs, AsWas, ToBe, Future1, Future2, Released, Expired_YYMMDD…
What NOT to name your files
Avoid spaces in file names
When distributed over the Internet, spaces are converted to "%20".
An apostrophe single quote in a filename ( ' ) will almost certainly cause various types of mysterious crashes
(perhaps falsely triggering the error: "This file appears to have been intentionally altered")
Avoid special characters
Your filenames should consist only of letters, numbers, and the following safe characters:
underscore ( _ )
minus or dash ( – )
plus ( + )
If your file name has any other special character, you run the risk of triggering a non-sensical error.
Bookmark = archives
Obsolete and Draft versions
Current (master document)
Your master document is always
your currently-approved (currently-in-use) document,
and that file name does not ever change.
And it is stored in the '1Current' sub-folder.
See picture >>>
Tip: You can name your sub-folders anything,
but by starting with a number, it keeps your folders in a consistent sequence, which can be especially helpful for global teams with international languages.
When you copy that document to start your latest observations and improvement ideas,
we suggest that you name that copy something like: orginalfilename_ WIP.xlsx
And store it in the '2Draft' sub-folder.
When all approvals have been attained to begin doing things the new way,
save a copy of your old master document with the name appended with the expiration date,
(starting with the year), in this format: originalfilename_YYMMDD.xlsx
And store it in the '3Obsolete' sub-folder.
Then rename your WIP document - to remove the '_WIP'
(thereby leaving the exact same filename as the original)
Then move that document from the '2Draft' folder to overwrite then original master file in the '1Current' folder
Following these instructions will avoid breaking any incoming links from related documents.
To avoid broken outgoing links from your archive to related documents,
your archived documents must be stored either:
- In an archive folder that must be on the same folder level with the folder that has the master.
(Such as the system prescribed above, with sibling folders for 1Current, 2Draft, and 3Obsolete)
- Or in the same folder right alongside the current master
We prefer the sibling folder system described above.
If you invent your own system, be sure to thoroughly document and train your people.
Bookmark = rev
If your document has a 'RevLog' sheet,
then each time that you make a revision to that document,
you should make an entry in your 'RevLog' sheet
Bookmark = change
If you need to move or rename
a workbook, worksheet, or named cell that has incoming and/or outgoing links
Incoming links from other documents will need to be manually updated in those documents
(no matter which of the following methods you use)
If you use File > Save As... to copy and rename the file —
- outgoing links to other documents will be automatically updated
(regardless of whether or not the other documents are open or closed)
If you use Windows File Explorer to copy and/or rename and/or move the file —
- outgoing data links will be automatically updated
- outgoing hyperlinks will need to be manually updated
(unless the relative folder path is still the same)
Bookmark = pdf
99% of users simply use Systems2win's standard suggestions (above)
YOUR own document storage and naming policies
If your company's policies conflict with any of the standard Systems2win suggestions,
then use your personalized company guidelines instead.
In several places in your Systems2win Portal,
you will find a link to a Storage and Naming PDF file (\S2winPortal\S2winSync\StorageNaming.pdf)
If you have more than one user,
then your IT Department & Lean Leaders can optionally personalize this document for YOUR company's policies for:
- Where to store different types of
working, draft, and archived documents
- What to name them