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Document Settings

Use Settings > Transactions > Documents to control how transaction files are categorized, reviewed, and named.

The page has three tabs:

  • Document Types — Categories used to organize transaction files
  • Document Statuses — Review states used on uploaded documents
  • Naming Rules — Automatic filename patterns for supported upload, split, and rename flows

If your organization does not have document settings yet, DocJacket creates the default document types, statuses, and naming rules the first time the settings page loads.

Document Types​

Document types organize files in transactions. Active document types appear in the upload category picker and can be used on transaction documents.

From the Document Types tab, you can:

  • Add document types
  • Add optional descriptions
  • Mark a document type as required for all transactions
  • Make a document type active or inactive
  • Edit existing types
  • Delete unused types

Each type card shows the name, description, required/inactive badges, and how many documents currently use that type.

Document types are not matched on filenames. When a file goes through Upload & Extract or the packet splitter, DocJacket reads the document's content to detect its type; for a direct upload without extraction, the type is whatever you choose in the upload dialog or the checklist item you upload into.

Inactive document types no longer appear for new selections, but existing documents keep their current value. Use this when a type should be retired without changing historical files.

Document types with existing usage cannot be deleted. Recategorize or remove the documents that use the type first, then delete the type.

Document Statuses​

Document statuses track the review state of uploaded files.

Use the Document Statuses tab to create statuses such as Pending, Reviewed, Approved, Rejected, or Revision Requested. You can choose a color for each status, make statuses active or inactive, edit existing statuses, and delete statuses that are not in use.

Each status card shows the status color, active/inactive state, and usage count. Inactive statuses no longer appear for new selection, but existing documents keep the status they already had.

Document statuses with existing usage cannot be deleted. Change the affected documents to another status first, then delete the unused status.

Set a status on a document​

Statuses you create here appear on a transaction's Documents tab, Files subtab (Documents Received). Only active statuses are offered. There are three ways to set one:

  • Click the status badge on a file's row (its tooltip reads "Click to change status") and pick a status.
  • Open the row's ... menu, or right-click the row, and choose Set status.
  • Tick several rows and click Set status in the bar above the list to change them all at once.

Team members on a read-only seat cannot change a status.

What Rejected does​

Setting a file to Rejected from the Documents tab:

  • saves the status and writes "Document rejected" to the organization's Activity log;
  • sends a notification and an email to the team member who uploaded the file. Nothing is sent when you reject your own upload. The email follows that person's Settings > Notifications > Document activity preference;
  • shows a warning chip on the file's row (the same chip appears for Revision Requested);
  • does not email the other party, send a correction request, add a note to the deal, or reopen the matching Documents Needed item.

The Documents tab does not ask for a reason when you reject a file.

To record the problem and request a corrected copy, follow When a received document is wrong.

Naming Rules​

Naming rules define automatic filename patterns for supported document flows. Each rule has a rule type, a pattern, and an optional default flag.

Rule types include:

  • Upload — Names documents in upload flows that save without an explicit filename
  • Split — Names pages created when a multi-page PDF is split
  • Default — A general naming pattern available for fallback naming behavior

Rule cards show the rule type, pattern, preview, and default state. You can set one default rule per rule type. When you make a rule the default, DocJacket clears the previous default for that same rule type.

Default rules cannot be deleted. Set another rule as the default first, then delete the old rule.

Filename Tokens​

Naming rules use tokens that are replaced with transaction and document data. Common tokens include:

  • {PropertyAddress}
  • {ClientName}
  • {AgentName}
  • {Side}
  • {DocType}
  • {PlaceholderName}
  • {Date}
  • {OriginalName}
  • {TransactionType}

Additional supported tokens include {OriginalFileName}, {RequiredDocKey}, {StartPage}, {EndPage}, {PageRange}, {TransactionId}, {Counter}, and formatted dates such as {Date:MM-dd-yyyy}.

{DocType} is the document's detected type — for example, a Colorado Amend/Extend form that goes through Upload & Extract is recognized from its content, so {DocType} resolves to "Amend & Extend" regardless of what the file was called. The filename is never used to decide the type. For a direct upload without extraction, {DocType} is the type you select in the upload dialog (or the checklist item you upload into); if none is selected, it falls back to "Document".

DocJacket automatically removes empty token fragments, cleans invalid filename characters, and adds .pdf when the generated name does not include it.

Upload Naming​

Upload naming rules apply only when an upload flow saves a document without an explicit filename. Some manual upload paths keep the selected file's original name because the file already has a name.

Required-document uploads can use {PlaceholderName} when the file is uploaded from a required document placeholder. For example, a pattern like {PropertyAddress} - {PlaceholderName}.pdf can produce a name based on the transaction address and the required document being satisfied.

Split Naming​

Split naming rules apply to documents created when DocJacket splits a multi-page PDF into separate files. Split rules can use transaction data, the detected document type, and page-range tokens such as {StartPage}, {EndPage}, and {PageRange}.

Troubleshooting​

If a file did not receive the name you expected, check:

  • The rule type matches the flow you used
  • The rule you expect is marked as the default for that type
  • The upload flow did not already provide an explicit filename
  • The tokens in the pattern are available for that document
  • Empty token values are not being cleaned from the final filename

If you cannot delete a document type or status, it is still used by one or more documents. Move those documents to another type or status first.