The recomended structure for filenames in JD

10-19 Concepts 14 Build your system
1

Hi there!
In would like to ask you for an advice, how to name each file to get the simple, consistent and structured system for file names.

e.g. filename_version_date

Looking forward for your advice.

Mike

2

Hi Mike.

Using the JD ID in the file name

Sometimes I find it useful to use the Johnny.Decimal ID in the filename. In these situations:

  1. When the file will be distributed. Now the JD ID is encoded in the file name itself; very useful when that file makes its way back to you.
  2. When you access this file via your system’s File > Recent list. I find it helpful to have this list show the JD ID of the file, so now it’s less important what that file is named.

There will be other situations; up to you to decide.

In this case, I find the JD ID is the most important thing and other details become less relevant. So here’s a real-life example:

  • D85.43.11 Area complete template.mindnode

Using a date in the file name

Generally I use dates for static documents: my electricity bill, say. It’s April 2024’s bill and that’ll never change.

In this case the date is always first and in the ISO 8601 format.

  • 2024-04-22 Red Energy electricity bill.pdf

I’ll generally rename the file because the file you get from your electricity provider’s portal will be called something like … well, let me see what I got mailed recently … yep, 765670_A215.pdf.

I don’t use dates to indicate currency

For me, the current version of a document is the one in the folder. It doesn’t need a date.

But then if I archive off a copy, I’ll create a subfolder archive and the file goes in there with the date as above.

Some people – hi, @LucyDecimal :wave: – prefer the date in the file name at all times. Totally up to you.

Version numbers

Similarly I find manually adding version numbers to file names to be inconsistent and not worth the bother.

You either have a version control system, or you don’t. I’ve never seen manual version control – that table at the front of a document at work where you’re supposed to update when you make a change – I’ve never seen that work. Don’t bother.

The date, as described above, is sufficient and more reliable for tracking of older versions.

If you distribute a document, you may want to add the date to its file name for this reason. In this case, as this is for tracking and not sorting, I’d do this:

  • D85.43.11 Area complete template 2024-04-22.mindnode

General file naming

Otherwise, if you just have a file with a name, just give it a nice sensible name; whatever makes sense to you.

I tend to find people strive for really short file names. Why? Computer words are free.[1] Be descriptive; help future you.

  1. Unless you’re at work and Microsoft limits what you can type. Sucks to be you. :wink: ↩︎

1 Like
3

I spent some time thinking about this a few months back, when I was reorganizing some shared stuff.

Figured I could share in case it helps someone. :man_shrugging:

I came up with the following scheme: YYYY-MM-DD_DocumentTitle_Subtitle_Version_Metadata.FileExtension.

  • All is optional, except title.
  • Date is used only when the document is related to a time or period. (For instance, electricity bill for a given month or invoice on a given date)
  • Version is used only for exported versions. (PDFs)
  • Metadata is any treatment the file has been given that differentiates it from original or copies.

As en example, if we had a board meeting today and the minutes of meeting was written tomorrow, the following files would (eventually) be generate:

  • 2024-04-28_BoardMeeting_MoM.docx
  • 2024-04-28_BoardMeeting_MoM_240429.pdf
  • 2024-04-28_BoardMeeting_MoM_240429_Signed.pdf

These are essentially the same document, but in different forms.
You could put many MoM in a single folder and they would group automatically.

If the document is revised, each version is kept as a PDF and can be held separately. (We write the version number inside the document and use todays date as number)

We can easily find the version we need; the working document, or the scanned signed copy.

We always treat the original file (the editable) as dirty, meaning it can be either a draft or released version but you cannot really tell.

Hope that helps someone! :blush:

1 Like