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BBT SOP

Naming Convention

Follow these formats when naming files. Consistency makes files easier to find and organize.

Invoice Files

Use this format when the property has a specific name:

YYYYMMDD_"Entity"_"Property Name"_"Vendor"_"Invoice Number"

Field definitions:

  • YYYYMMDD: Invoice date in 8 digits (year, month, day).
  • Entity: Legal entity that owns or manages the property.
  • Property Name: Building or tenant name.
  • Vendor: Vendor or service provider.
  • Invoice Number: Number from the invoice. Use NA if missing.

Example:

20241201_Santa_Monica_Mixed_Use_Blue_Summer_Partners_LLC_LADWP_12345

Document Files

Use this format for all non-invoice documents:

YYYYMMDD_"DocType"_"Property or Entity Name"_"Additional Information"

Field definitions:

  • YYYYMMDD: Document date in 8 digits (year, month, day).
  • DocType: The classified document type (e.g., Lease_Agreement, Inspection_Report, Statement_of_Information).
  • Property or Entity Name: The property the document belongs to. For entity-based document types (e.g., Secretary of State filings), use the legal entity name instead.
  • Additional Information (optional): Vendor name, supplementary identifier, or Report Number.

Property-based vs Entity-based

Most document types are tied to a property and use the property name. Some special types are tied to a legal entity and use the entity name.

Standard document types use the property name.

Examples:

20241201_Lease_Agreement_2729_Wilshire_Boulevard
20241115_Inspection_Report_Oakwood_Plaza_002
20241003_Budget_Report_Santa_Monica_Mixed_Use_001

Notices

Notice and Task Notice documents follow the same naming pattern but route differently on the file server and Monday.com.

Notices How notice documents are classified, saved, and uploaded to Monday.com.

Formatting Rules

  • Use underscores (_) to separate fields and words.
  • Date goes first in YYYYMMDD format.
  • Add a version number (001, 002, etc.) when you create multiple versions of the same document.
  • For corporate documents not tied to a property, end with the corporate entity name.
  • Be specific and descriptive in the doc type and property or entity name.

Examples:

20241201_Budget_Report_Santa_Monica_Mixed_Use_001
20241201_Board_Minutes_Blue_Summer_Partners_LLC
20241201_Inspection_Report_2729_Wilshire_Boulevard_002