| How PDF File Names are Assigned | 
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When generating a PDF file of a report or statement, Tabs3 Billing uses the following file naming conventions, based on the print option selected.
Single PDF (Default behavior for reports and statements)
Printer/Email Statements Option
Separate PDF for Each Sort (Statements and Detail Work-in-Process Report only)
Individual PDF for each Statement (Statements only)
Reprint Multiple Updated Statements
When printing reports or statements using the File option on the Print dialog box or the Print Preview window, you will be allowed to specify a file name and type before the file is saved. The default file name is the name of the report, or “Generate Statements” for statements.
Note: File names are assigned automatically when printing individual PDF statements in Tabs3 Billing as discussed in the Individual PDF Statements section.
When printing reports or statements using the Tabs3 DropBox option on the Print dialog box or the Print Preview window, the name of the file is automatically assigned. The name of the PDF file in the Tabs3 DropBox defaults to the report name. Words in the file name are separated by underscore characters (_) and may be abbreviated. (Note: Separate PDF files are created when printing individual PDF statements in Tabs3 as discussed in the Individual PDF Statements section.)
For example, when saving a Timekeeper List, the file will be named T3_TK_List.pdf. When saving a Client List Report in Tabs3 Billing, the report will be named T3_Client_List_Report.pdf. When saving a batch of draft statements in Tabs3 Billing to PDF without printing individual PDF statements, the file will be named Draft_Statements.pdf.
Printer/Email Statements Option
Generating final statements using the Printer/Email Statements Window print option (or clicking the Preview button for any output option) for clients who are set up to receive Email Statements in their Statement Delivery Options creates an individual PDF file for each statement generated. The individual PDF files are stored in the Statements folder within the current working directory, in a folder named after the statement date used in YYYYMMDD format. Emails generated for these clients are stored in the Email Statements window.
The name of each file begins with the Client ID followed by "Stmt" followed by the statement number. All words in the file name are separated by underscores (_).
For example, a final statement for client 101.00 with a statement number of 76 would be saved as 101.00_Stmt_76.pdf.
If the Combine Matters option is selected for a client, one file will be created for the combined statement. The file name for combined statements is dependent upon the first matter with activity or a balance due.
For example, client 200.00 has no balance due, but combined matters 200.01, 200.02, and 200.03 each have a balance due. A final statement is run with a statement number of 314 and would be saved as 200.01_Stmt_314.pdf
If multiple copies of the PDF statement are created due to a client with an Additional Bill To record, the record's "duplicate" file will have the text "Dup" appended to the end of the file name, and a second email will be generated for the Email Statements window.
For example, a final statement for client 4602.028 with a statement number of 6 with an Additional Bill To record would create two emails and two files: one file named 4602.028_Stmt_6.pdf and one file named 4602.028_Stmt_6_Dup.pdf.
If a Cover Statement option is selected for the client, the manner in which the cover statement is saved and attached to an email depends on which Cover Statement option is specified. If a Detail or Summary Cover Statement is specified, the cover statement will be saved to a separate PDF and email using the last matter number and text "CoverStmt" in the file name. However, if the matters are also configured for Combine Matters, then the cover statement will be saved in the same PDF file and email as the combined statements using the first matter number in the file name.
For example, final statements for 200.01 and 200.02 with a detail cover statement will be saved as 200.01_Stmt_73, 200.02_Stmt_74, and 200.02_CoverStmt.pdf. Likewise, a final statement for 200.01 with a detail cover statement will be saved as 200.01_Stmt_73 and 200.01_CoverStmt.pdf.
If the same matters are also configured for Combine Matters, then the cover statement will be included in a single combined statement file starting on page 1, which uses the matter number for the first matter in the file name, e.g. 200.01_Stmt_73.pdf. If an Individual Detail or Individual Summary Cover Statement is selected for client 201.01, the Combine Matters setting is ignored and the cover statement will be saved in the same PDF file and email as the combined statements using the first matter number in the file name.
An additional PDF file will be created for the PDF Statement Summary. The PDF Statement Summary includes the User ID used to generate statements, and PDF location, along with a list of all statements sent to the Email Statements window, with the client ID, client name, work description, Bill To contact, Bill To email address, and PDF file name. A total count of PDF statements created is included at the end of the report. When created from Generate Statements, the PDF Statement Summary also includes the Statement Date.
For example, when a PDF Statement Summary is generated for email statements, the summary will be named PDFSummary.pdf and located in the same folder as the PDF statements generated with the same statement date.
If you rerun a batch of final statements in the same session with the Use Original Statement Number check box selected, the same PDF file name will be used for the statements, thus overwriting the original statement PDF file names. A new PDF Statement Summary will also be created with a number at the end of the file name, thereby providing you with a summary of the first run and second run. Emails in the Email Statements window will also be re-created.
When statements are created in the Email Statements window, a list of email statements can be run by printing the Email Statements Report.
Printing another statement or report from the same program creates a new file. To prevent files from being overwritten, new files are appended with a number at the end of the file name starting with "1". Additional files will increment this number.
For example, if a Tabs3 Client List Report is already present in the Tabs3 DropBox (i.e., T3_Client_List_Report.pdf), the next file one will be named T3_Client_List_Report_1.pdf. If another Tabs3 Client List Report is run, it will be named T3_Client_List_Report_2.pdf, and so on.
Both Generate Statements and the Detail Work-in-Process Report include an option to create separate PDFs based on the specified sort criteria (e.g., if the Report Order is Primary Timekeeper, all of the matters for Timekeeper 1 will be grouped into a single PDF, all the of the matters for Timekeeper 2 will be grouped into another PDF, etc.).
When printing statements using this option, the name of each file begins with either “Draft_Statements_” or “Final_Statements_” depending on the type of statement, followed by the sort type, followed by the sort indicator.
When printing a Detail Work-in-Process Report using this option, the name of each file begins with “T3_Det_Work_In_Process_Report_”, followed by the sort type, followed by the sort indicator.
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Report Order |
Sort Type |
Sort Indicator |
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Timekeeper |
Primary_ |
Timekeeper Name (if not blank) Examples:
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Category |
Category_ |
Category Description (if not blank) Examples:
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None |
Client ID (Detail Work-in-Process Report only) Example: T3_Det_Work_In_Process_340_07.pdf Note: The Separate PDF for Each Sort option is disabled in the Generate Statements window when the Report Order is set to None. |
Individual PDF for each Statement
Generate Statements includes an option to create a separate PDF file for each statement generated. The Individual PDF for each Statement option on the Sort tab is applied when saving statements to PDF using the Tabs3 DropBox or File option on the Print dialog box. The name of each file begins with the Client ID followed by "Stmt" followed by the statement number. If printing draft statements to the Tabs3 DropBox, the label "Draft" is prepended to the file name. All words in the file name are separated by underscores (_).
For example, a final statement for client 101.00 with a statement number of 76 would be saved as 101.00_Stmt_76.pdf. Similarly, a draft statement for client JEFFER with a statement number of 1082 would be saved as Draft_Jeffer_Stmt_1082.pdf.
If the Combine Matters option is selected for a client, one file will be created for the combined statement. The file name for combined statements is dependent upon the first matter with activity or a balance due.
For example, client 200.00 has no balance due, but combined matters 200.01, 200.02, and 200.03 each have a balance due. A final statement is run with a statement number of 314 and would be saved as 200.01_Stmt_314.pdf.
If multiple copies of the PDF statement are created due to a client with an Additional Bill To record, the record's "duplicate" file will have the text "Dup" appended to the end of the file name.
For example, a final statement for client 4602.028 with a statement number of 6 with an Additional Bill To record would create two files: one file named 4602.028_Stmt_6.pdf and one file named 4602.028_Stmt_6_Dup.pdf.
If a Cover Statement option is selected for the client, the manner in which the cover statement is saved depends on which Cover Statement option is specified. If a Detail or Summary Cover Statement is specified, the cover statement will be saved to a separate PDF using the last matter number and text "CoverStmt" in the file name. However, if the matters are also configured for Combine Files, then the cover statement will be saved in the same PDF file as the combined statements using the first matter number in the file name.
For example, final statements for 200.01 and 200.02 with a detail cover statement will be saved as 200.01_Stmt_73, 200.02_Stmt_74, and 200.02_CoverStmt.pdf. If however, the same matters are also configured for Combine Files, then the cover statement will be included in a single combined statement file starting on page 1, which uses the matter number for the first matter in the file name, e.g. 200.01_Stmt_314.pdf. If an Individual Detail or Individual Summary Cover Statement is selected for the client, the cover statement will be included in the same file with the statement and use the normal naming conventions, e.g., 101.00_Stmt_48.pdf.
An additional PDF file will be created for the PDF Statement Summary. The PDF Statement Summary includes a list of all of the individual PDF statement files printed to the Tabs3 DropBox with the client ID, client name, and work description. A total count of PDF files created is included at the end of the report. Any additional output that is not included in the statements will also be included in the PDF Statement Summary, such as Statement Run Totals and a Criteria Page.
When the Tabs3 DropBox option is selected, the PDF Statement Summary is named Draft_Statements.pdf or Final_Statements.pdf, depending on the Statement Type. However, when the File option is selected, the PDF Statement Summary will be named as specified. If statements are run again, a number will be incremented on the file name of each PDF Statement Summary (e.g., if you run Draft Statements multiple times to the Tabs3 DropBox, the files will be named Draft_Statements.pdf, Draft_Statements_1.pdf, Draft_Statements_2.pdf, etc.).
If you rerun a batch of final statements in the same session with the Use Original Statement Number check box selected, the same PDF file name will be used for the statements, thus overwriting the original statement PDF file names. When the Tabs3 DropBox option is selected, a new PDF Statement Summary file will be created with a number at the end of the file name, thereby providing you with a summary of the first run and second run. However, when the File option is selected, you will be asked if you want to overwrite the PDF Statement Summary name.
Reprint Multiple Updated Statements
When reprinting statements using the Tabs3 DropBox option on the Print dialog box or the Print Preview window, the name of the file stored in the Tabs3 DropBox is automatically assigned as Reprint_Updated_Statements.pdf, regardless of the Statement Date range or Client ID range.
When reprinting statements using the Individual PDFs for each Statement option, the name of each file begins with "Reprint" followed by the Client ID followed by "Stmt" followed by the Statement Number. Other scenarios, as stated above, apply
For example, a reprinted statement for client 101.00 with a Statement Number of 76 would be saved as Reprint_101.00_Stmt_76.pdf.
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