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Adding Name Strings

Customise how your forms are titled

Updated today

Name strings let you customise how completed forms are titled - making it much easier to search, filter, and identify specific forms. For example, you can include the project name, date, time, and person completing form’s name directly in the file title. This makes your PDFs and form records more meaningful and easier to manage.

You can use the following widgets in the naming of your forms:

  • Regarding Site

  • Regarding Employee

  • Regarding Equipment

  • Regarding Supplier

  • Date & Time

  • Date Only

  • Time Only

  • Single Line Text

  • Number Text box

  • Type of equipment

  • Equipment Number

Add Name Strings

  1. Go to the Forms tile.

  2. Either open an existing form or create a new one.

  3. On the left-hand side, expand the Additional Options section.

  4. Find the field called PDF Name Format String.

This is the box where you will start to build out what you want the name of your form to look like. We use ‘Tokens’ to do this and will explain in the following steps

  1. Firstly, start by entering ##FormnName## (this automatically pulls in the form name at the top of your page (eg. Plant Check). NB THERE ARE NO SPACES

What are Tokens?

As said in the overview, certain selected widgets / fields allow you to include them in the Title of your form. In order to do this you will need to Name that field / widget as a ‘Token’

How to name a field with a token?

  1. Open up a field / widget in your form (e.g. Project Name) and click the pen icon to edit it.

  2. Underneath the ‘Label’ box is a box titled ‘PDF Name Token’

  3. Enter a Token name (e.g. Token1 / ProjectName) - whatever name you use, you must use exactly the same format in your PDF Name Format String box. Keep it simple and short.

  4. Once done, press OK.

  5. Repeat for any other widgets you want to include (e.g. date, time, user), giving each one a unique token name (e.g. Token2, Token3).

How to add tokens to your Name String

  1. Now, go back to PDF Name Format String and build your name using those tokens – follow the format below:

##FormName## - Token1 - Token2

  1. This will create a PDF title like: PlantCheck - Site A - 01/01/2025

  2. When you’re happy, press Save & Close.

  3. To test, complete a form and open the PDF — check that the file name includes the correct tokens.

Use Case

This feature will be used by admins, super users, or anyone building and setting up forms.

💡 Tips

  • Use clear, short token names when setting up fields.

  • You can add multiple tokens for more detail in titles.

  • This is especially useful when forms are saved, printed, or exported.

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