Autodesk Forma Document Management – Multi-Level Sorting by File Format and File Name

[Anna_Pawlewska_TFK]

In alignment with our clients’ requirements, we often manage multiple file formats within the same folder. We have received several requests from project teams for the ability to sort files using two levels of sorting, for example:

File Format → File Name

At the moment, we do not see this option available in Autodesk Forma Document Management.

Our current workaround is to create and maintain a custom attribute for file format and then sort based on that attribute. However, this creates additional administrative work, as responsible team members must manually populate and maintain the extra field.

Adding native multi-level sorting, such as File Format → File Name, would make file navigation significantly more efficient and improve the user experience, especially in folders containing a large number of mixed file types.

This is a basic feature that is available in many common file management tools, including Microsoft Windows File Explorer, and it seems like it would be a valuable and straightforward enhancement for Autodesk Forma Document Management.

Has anyone found an alternative solution, or is this functionality already being considered for a future release?

[josebaqueror]

You are reading it right: the Files list in ACC Docs sorts on a single column at a time, so there is no built-in two-level sort like File Format then File Name. Clicking a column header re-sorts everything by that column.

A few ways to get close to what you want:

1. Custom attribute + filter. Add a custom attribute for File Format (or lean on the existing file type), then filter the folder to one format at a time and sort by Name within it. You get a clean "this format, sorted by name" view, just one format per pass.

2. Naming convention. If the format is encoded at the front of the file name, or right after a common prefix, a single sort by Name naturally groups the formats together and orders by name inside each group. This is the lowest-effort way to fake a two-level sort with the tools as they are.

3. Folders per format. If the split is stable, separate subfolders per format sidestep the sorting problem entirely, and also let you set permissions per format if that ever matters.

If a true multi-level sort matters to the team, it is worth posting on the ACC Ideas board so it is on Autodesk's radar, since today the product only does single-column sorting.

Would encoding the format into your naming standard work, or do these files already have fixed names you cannot change? That decides whether the naming trick or the attribute-and-filter route fits you better.

[Anna_Pawlewska_TFK]

Hej Jose,

Thank you for your response. You have highlighted three good approaches, and they can be valid solutions in many scenarios. However, in the case I'm describing, none of them are really suitable.

We cannot separate files into format-specific subfolders, as all deliverables are required to remain in the same folder structure. Our naming convention is also fixed and does not allow us to add prefixes or additional information to the file name. Using a custom attribute, as suggested, does work as a workaround, but it creates additional administrative effort and relies on users consistently maintaining the extra metadata.

You're right that this would be better suited for the ACC Ideas Board, as it is ultimately a product enhancement request rather than a workflow question. I'll repost it there.

Thank you for the suggestions and discussion. 🙂

[atighe84]

Hi @Anna_Pawlewska_TFK 

Autodesk's search feature is the only viable option you have for searching and filtering files when multiple file formats are saved within the same folder. This allows you to filter the search by Types (folder or file) and File Type (file format such as RVT, DWG, IFC), which should format the viewing of files when needed by your team.

Filtering and Sorting Files | Autodesk

Creating a custom attribute to filter and then sort is also a good option, but as you mentioned, this requires additional administrative work and manual input. One option you could try is to create a WIP folder and initially save the files here. Put each through a review workflow where the review status is customised per file format (i.e. IFC Approved for Use, or RVT Approved for Use) and action approved files within the review workflow to be copied into the main folder when approved. You can then use the review status attribute to sort the files within the main folder.

Similar to creating a custom attribute, except you don't have to manually edit it each time, as the review status acts as the sorting attribute.

There are loads of similar queries already submitted to the Ideas forum related to your issue, which shows that it's a common feature that others feel is a need that should be included in future releases of Forma Data Management. See below of one example;

Files - Enable Saved Filters in Project Templates - Autodesk Community

Regards,

Andrew

[Anna_Pawlewska_TFK]

yes Andrew,
filtetring was so far only option, but still we have multiple members who are backing to us with specific request for sorting, not filtering. And as I mentioned previously we cannot create any subfolders, folders structure and naming convention is strict. I see your points, but not this case. As you can see platform is still not as agile as needed for client's workfow and their memebers needs...

[atighe84]

Hi Anna,

That's fair enough. I can see the fustration when workflows, processes, and formatting are restricted on a project and having a feature that can enable streamlined file format sorting within folders can increase user productivity, similar to Windows File Explorer. 

Are the members requesting the update aware of how to use the search tool to its full capacity, as it can sort and filter files within folders?

Regardless, it would be a good suggestion to add to the Ideas forum as it will pick up more momentum with the development there for future Forma updates.

Regards,

Andrew