Automatic File Naming (Date, Version)

[vebea]

Hi all,

I want to code a makro for automatic naming and versioning. The format for a file is YYYY-MM-DD_file_V1.pptx

My code works for presentations which are named without any date, e.g. mypresentation.pptx -> This will be named into 2018-01-02_mypresentation_V01.pptx. (Actually the V1 part is currently NOT working, the V1 suffix is added after the .pptx)

If you save the file (2018-01-02_mypresentation_V1.pptx) again, the file will be saved as 2018-01-02_ion.pptxV1_ due to the wrong usage of "Mid..."

I think of repairing my code by the use of variables and if Loops.Or I might use sth like
strDotPosition = InStrRev(ActivePresentation.Name, ., [-1], [vbTextCompare]) to find the dot from .pptx.
Maybe somebody can give me a good hint/workaround, how to fix my code in a nice, smart way.


My code so far:

Sub SaveAsButton()

    Dim saveAs As FileDialog
    Dim strFileName As String
'    Dim strVersionNumber As String
    Dim strDotPosition As String

strVersionNumber = 0
  
  Set saveAs = Application.FileDialog(msoFileDialogSaveAs)
        
With saveAs
            .Title = "Save as"
            .InitialView = msoFileDialogViewList
            .InitialFileName = Format(Now, "yyyy-mm-dd") & "_" & Mid( _
                     ActivePresentation.Name, 12) & "V" & _
                     strVersionNumber + 1 & "_" & ".bas"
            
If .Show = -1 Then
                strFileName = .SelectedItems(1)
                ActivePresentation.saveAs (strFileName)
                MsgBox "File was succesfully saved."
           
            Else
                 MsgBox "Saving canceled."
             
            End If
        End With
    Set saveAs = Nothing
End Sub

[Paul_Hossler]

1. I added the [ CODE ] tags around your macro for you to format it; you can use the [#] icon to insert the tags and paste your macro between them next time

2. Question: Is this your workflow?

a. Create a presentation and save it as "mypres.pptm" on Monday (1/1/2018)

b. Open it on Tuesday and it saves as "2018-01-02_mypres_v1.pptm"

c. Open it again on Tuesday and it saves as "2018-01-02_mypres_v2.pptm"

d. Open it on Wednesday (1/3/2018) and it saves as
"2018-01-02_mypres_v3.pptm" OR as --- Same date, bump version
"2018-01-03_mypres_v1.pptm" OR as --- New date, restart version
"2018-01-03_mypres_v3.pptm" --- New date, bump version

[vebea]

1. I added the [ CODE ] tags around your macro for you to format it; you can use the [#] icon to insert the tags and paste your macro between them next time

Thanks for your hint! I will use these tags in future.

2. Question: Is this your workflow?

a. Create a presentation and save it as "mypres.pptm" on Monday (1/1/2018)

b. Open it on Tuesday and it saves as "2018-01-02_mypres_v1.pptm"

c. Open it again on Tuesday and it saves as "2018-01-02_mypres_v2.pptm"

There are two different workflows. 1) create a new presentation (mypres.pptm), which has to be named correctly. 2) second workflow would be, to open a file which was already named correctly, and adapt its date and version

d. Open it on Wednesday (1/3/2018) and it saves as
"2018-01-02_mypres_v3.pptm" OR as --- Same date, bump version
"2018-01-03_mypres_v1.pptm" OR as --- New date, restart version
"2018-01-03_mypres_v3.pptm" --- New date, bump version

This is exactly what I tried to explain with the second workflow. 2018-01-02_mypres_v2.pptm should be automatically named to 2018-01-03_mypres_v3.pptm (New date, bump version)

So from my point of view, I have issues coding these two workflows and especially combining them together. The code as described, should work for files without correct naming and for files which are already tagged with a date and version.

Thanks for your help!

[John Wilson]

See if anything here helps. START with a non versioned file.

Sub SaveAsButton()
    Dim FD As FileDialog
    Dim opres As Presentation
    Dim rayNAME() As String
    Dim lngVERSION As Long
    Dim strFileName As String


    Set opres = ActivePresentation
    If opres.Path = "" Then
        MsgBox "You must manually save this unsaved presentation!", vbCritical
        Exit Sub
    End If
    If opres.Tags("NAME") = "" Then opres.Tags.Add "NAME", opres.Name
    If opres.Tags("VERSION") = "" Then opres.Tags.Add "VERSION", "1"
    rayNAME = Split(opres.Tags("NAME"), ".")
    lngVERSION = CStr(opres.Tags("VERSION"))
    strFileName = Format(Now, "yyyy-mm-dd") & "_" & rayNAME(0) & "V_" & Format(CStr(lngVERSION), "0#")
    Set FD = Application.FileDialog(msoFileDialogSaveAs)
    With FD
        .Title = "Save as"
        .InitialView = msoFileDialogViewList
        .InitialFileName = strFileName '
        .FilterIndex = 2
        If .Show = -1 Then
            strFileName = .SelectedItems(1)
            ActivePresentation.saveAs (strFileName)
            MsgBox "File was succesfully saved."
            lngVERSION = lngVERSION + 1
            opres.Tags.Add "VERSION", CStr(lngVERSION)
        Else
            MsgBox "Saving canceled."
        End If
    End With
    Set FD = Nothing
End Sub

[vebea]

Format(CStr(lngVERSION), "0#")

Thanks John, nice work! However I've found a bug which I can't resolve by myself.
If you save a file on a different date, the version will stay the same. For example "2018-01-02_pres_V04" will be named "2018-01-03_pres_V04", but I need it to be named ""2018-01-03_pres_V05". Can you please help me out which part of the code has to be adjusted?

Many thanks mate!

[John Wilson]

Actually it's not the date change. Silly error the VERSION is updated after the save so if you close it will be lost!

Try this instead

Sub SaveAsButton()
    Dim FD As FileDialog
    Dim opres As Presentation
    Dim rayNAME() As String
    Dim lngVERSION As Long
    Dim strFileName As String


    Set opres = ActivePresentation
    If opres.Path = "" Then
        MsgBox "You must manually save this unsaved presentation!", vbCritical
        Exit Sub
    End If
    'update version BEFORE save


    lngVERSION = CStr(opres.Tags("VERSION"))
    lngVERSION = lngVERSION + 1
    opres.Tags.Add "VERSION", CStr(lngVERSION)
    If opres.Tags("NAME") = "" Then opres.Tags.Add "NAME", opres.Name
    If opres.Tags("VERSION") = "" Then opres.Tags.Add "VERSION", "1"
    rayNAME = Split(opres.Tags("NAME"), ".")


    strFileName = Format(Now, "yyyy-mm-dd") & "_" & rayNAME(0) & "V_" & Format(CStr(lngVERSION), "0#")
    Set FD = Application.FileDialog(msoFileDialogSaveAs)


    With FD
        .Title = "Save as"
        .InitialView = msoFileDialogViewList
        .InitialFileName = strFileName    '
        .FilterIndex = 2
        If .Show = -1 Then
            strFileName = .SelectedItems(1)
            ActivePresentation.saveAs (strFileName)
            MsgBox "File was succesfully saved."
        Else
            MsgBox "Saving canceled."
            ' roll back version if not saved
            lngVERSION = lngVERSION - 1
            opres.Tags.Add "VERSION", CStr(lngVERSION)
        End If
    End With
    Set FD = Nothing
End Sub

[vebea]

Actually it's not the date change. Silly error the VERSION is updated after the save so if you close it will be lost!

Try this instead

    lngVERSION = CStr(opres.Tags("VERSION"))

Unfortunately I receive a runtime error (13) in that line of code

[John Wilson]

Yep you need to make the tag BEFORE using it!

Maybe this

Sub SaveAsButton()    Dim FD As FileDialog
    Dim opres As Presentation
    Dim rayNAME() As String
    Dim lngVERSION As Long
    Dim strFileName As String


    Set opres = ActivePresentation
    If opres.Path = "" Then
        MsgBox "You must manually save this unsaved presentation!", vbCritical
        Exit Sub
    End If
   


    If opres.Tags("NAME") = "" Then opres.Tags.Add "NAME", opres.Name
    If opres.Tags("VERSION") = "" Then opres.Tags.Add "VERSION", "0"
    rayNAME = Split(opres.Tags("NAME"), ".")
      lngVERSION = CStr(opres.Tags("VERSION"))
 lngVERSION = lngVERSION + 1
 opres.Tags.Add "VERSION", CStr(lngVERSION)
    strFileName = Format(Now, "yyyy-mm-dd") & "_" & rayNAME(0) & "V_" & Format(CStr(lngVERSION), "0#")
    Set FD = Application.FileDialog(msoFileDialogSaveAs)


    With FD
        .Title = "Save as"
        .InitialView = msoFileDialogViewList
        .InitialFileName = strFileName    '
        .FilterIndex = 2
        If .Show = -1 Then
            strFileName = .SelectedItems(1)
            ActivePresentation.saveAs (strFileName)
            MsgBox "File was succesfully saved."
            lngVERSION = lngVERSION + 1
            opres.Tags.Add "VERSION", CStr(lngVERSION)


        Else
            MsgBox "Saving canceled."
            lngVERSION = lngVERSION - 1
            opres.Tags.Add "VERSION", CStr(lngVERSION)
        End If
    End With
    Set FD = Nothing
End Sub

[RayKay]

Hi John, wonderful code, but each time I save a file it goes v.01 to v.03 to v.05 to v.07 etc. Always jumping 2 versions. Any change I need to make please? I've experimented, but failed

Also, is there a way to put the date & version AFTER the filename? And possibly a version with the date? That would be great

Thanks for your time in advance.

[John Wilson]

I fixed the version bug. You just need to adapt the first strFileName line to get what you need.

Sub SaveAsButton()
Dim FD As FileDialog
    Dim opres As Presentation
    Dim rayNAME() As String
    Dim lngVERSION As Long
    Dim strFileName As String


    Set opres = ActivePresentation
    If opres.Path = "" Then
        MsgBox "You must manually save this unsaved presentation!", vbCritical
        Exit Sub
    End If
   
    If opres.Tags("NAME") = "" Then opres.Tags.Add "NAME", opres.Name
    If opres.Tags("VERSION") = "" Then opres.Tags.Add "VERSION", "0"
    rayNAME = Split(opres.Tags("NAME"), ".")
      lngVERSION = CStr(opres.Tags("VERSION"))
 opres.Tags.Add "VERSION", CStr(lngVERSION)
    strFileName = rayNAME(0) & "_" & Format(Now, "yyyy-mm-dd") & "_" & "V_" & Format(CStr(lngVERSION), "0#")
    Set FD = Application.FileDialog(msoFileDialogSaveAs)


    With FD
        .Title = "Save as"
        .InitialView = msoFileDialogViewList
        .InitialFileName = strFileName    '
        .FilterIndex = 2
        If .Show = -1 Then
            strFileName = .SelectedItems(1)
            ActivePresentation.SaveAs (strFileName)
            MsgBox "File was succesfully saved."
            lngVERSION = lngVERSION + 1
            opres.Tags.Add "VERSION", CStr(lngVERSION)
        Else
            MsgBox "Saving canceled."
            lngVERSION = lngVERSION - 1
            opres.Tags.Add "VERSION", CStr(lngVERSION)
        End If
    End With
    Set FD = Nothing
End Sub

[RayKay]

Great, thanks! I wish I had your skillsbase!
Thank you