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When you batch print to PDF by portfolio, PortfolioCenter name the file using the account number and the creation date.  For long term archiving or uploading to a client vault, you would probably prefer to use the quarter end date rather than the creation date — especially since quarterly reports may be run or re-run many days after the quarter ends.

Manually renaming the PDF files after PortfolioCenter creates them is tedious and error-prone. What can you do if you’re not a programmer?  Here’s a quick method for creating a batch file that will rename the reports generated by a PortfolioCenter batch print job.

  • Create your batch print job and run a test to make sure your settings are correct and confirm the naming convention of the reports are “AccountNumber_Date.pdf”.  PortfolioCenter formats the date as mmddyyyy (month, day, year).

NOTE:  If the set you use for your Batch Print Job includes groups, I strongly recommend create a numbering system for your groups.  If a portfolio or group does not have an account number, the PortfolioCenter will use internal ID instead.  But this internal id makes it difficult to trouble shoot your reports.

  • Run the Global report List of Portfolio Accounts global report on the set you ran the batch print job, making sure you include the Account Number.  Save this report to a csv format.
  • Open the csv file you just saved in a spreadsheet. (I’ve found Open Office Calc opens cleaner than Microsoft Excel.)  Sort by account number and delete the heading rows.
  • Format your spreadsheet so it contains the following columns in the following order:
[table style=”1″]
Column 1: “Rename ” with a space after rename
Column 2: the account number.  (You may need to use Trim to remove extra spaces.)
Column 3: the date as it appears in the file name with an underscore in front and .pdf with a space after the “f” (for example: _10072012.pdf )
Column 4: the account number
Column 5: the date as you want it to appear in the file name with an underscore in front of the date and .pdf after it with no extra space (for example: _09302012.pdf)

When you’re done, save the file as .csv file.

  • Open the txt file in notepad or your favorite text editor, use search and replace to replace the commas with a space.  Adjust any formatting errors if needed.  Your file should look something like this:

[note]rename 0293_10072012.pdf   0293_09302012.pdf
rename 0316_10072012.pdf   0316_09302012.pdf
rename 0333_10072012.pdf  0333_09302012.pdf
rename 0339_10072012.pdf  0339_09302012.pdf[/note]

  • Save and rename the file to a .bat or .cmd (for example: rename the file.txt to file.bat)
  • Place this file into the directory with your finished reports.
  • Double click on it and it should rename the files with the preferred date.

Next time you need it, update your client list, use a search and replace to change the creation date and the new quarter end date.


Preparing your Data for Web Reporting
Creating and Using Report Profiles for Analytical PortfolioCenter Reports
Batch Printing Basics

Wouldn’t you rather outsource this to an expert?