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Why is my file name truncated after upload?

This truncated name does not come from Optivalue. It is automatically generated by your computer before the file is even sent.

When you upload a file with a long name, your computer may automatically assign it a shortened name before sending it. This behavior is a legacy of older Windows systems, still present today in certain situations.

For example, a file named "Final Version Strategic Challenge 2024.docx" may arrive on Optivalue as "FinalVer~1.docx".

Optivalue receives the file exactly as your computer transmits it. If Windows has already renamed the file beforehand, we have no way of retrieving the original name.

Why does this happen?

  • Name too long : Windows shortens names exceeding 8 characters in certain contexts. A file called "Annual Supplier Compliance Report 2024.docx" may for example become "AnnualSu~1.docx".
  • Path too deep : if the file is stored in deeply nested folders, Windows may use the short name to work around its own limitations. A file stored in Documents / Work / Clients / Project A / Deliverables / V2 / Final is a good candidate for this issue.
  • File from a USB drive : USB drives often use an older file format that automatically generates these shortened names. If you plug in a USB drive and upload directly from it, the risk is high.
  • OneDrive or SharePoint sync : in some cases, Microsoft's cloud synchronization may transmit the short name rather than the real one. This happens in particular when the full file path in OneDrive is very long.

How to avoid this issue?

  1. Rename your file before uploading. Use a short name, without accents, spaces, or special characters. Prefer for example "compliance-report-2024.docx" over "Supplier Compliance Report for the Year 2024.docx".
  2. Copy the file to your Desktop before uploading. Avoid uploading from a deeply nested folder or directly from a USB drive. A simple copy-paste to the Desktop is often enough to solve the problem.
  3. Check the source of the file. If it comes from a USB drive or a network share, first copy it to a local folder on your computer, then upload it from there.

Issue still occurring? Contact our support team specifying the file name displayed and the location from which you attempted the upload.