Template

Job Folder Naming Rules (Photos + Docs)

Naming rulesPhotosDocuments

Simple naming rules so job photos and documents sort correctly and are easy to find when you need proof or history.

For teams storing photos and docs in folders or cloud storage instead of (or before) an FSM.

Next: Use the format on 10 new jobs; then take the FSM quick check if you want software to store everything per job.

Copy/paste template

Job Folder Naming Rules (Photos + Docs)

Replace placeholders:

Avoid these mistakes:

Don't use overly aggressive language (e.g., "URGENT: Payment due now!")
Don't use confusing abbreviations or jargon
Don't make promises you can't keep (e.g., "We'll be there in 10 minutes" if it's not realistic)

Use the same naming format for every job folder so everyone knows where to put and find files.
Store all photos and documents for one job in the same folder so disputes and callbacks have one place to look.
Keep the format short enough to read quickly on a phone or in a file list—avoid long addresses or notes in the name.
If you use an FSM later, you can move to job-based storage there; the habit of "one job, one place" still applies.

Add a job number if you use them (e.g. Job-1234-2024-01-15-Smith-Repair) so the folder matches the board.
Add a zone or area code if you have multiple territories and search by area.
Add a tech initial if multiple techs work the same job (e.g. -JK) so you know who added what.
Use a consistent Type list (Repair, Install, Maintenance, Quote, Emergency) so filters work.

Guides that help with this pain:

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