File Naming Conventions

Created by Reem Kaddoura, Modified on Mon, 12 Feb 2024 at 05:04 PM by Reem Kaddoura

FILE NAMING CONVENTIONS

It is critical that you correctly name your files. Please note that naming conventions differ for permits issued by Planning, Public Works and Fire. Here's the file naming convention for files uploaded to SJePlans for a Building Permit:

YearFolder#-Descriptor.PDF
Example 1: 23123456-STRC-CALCS.PDF
Example 2: 23123456-FULLSET-PLANS.PDF

YEAR = Use a two-digit year identification using the current year, i.e., “23” for year 2023; "24" for year 2024; etc.

FOLDER# = When you complete your permit application on SJPermits, it issues you a six-digit folder number. The folder number is the six-digit identification code that when combined with the application year is your unique permit number.

DESCRIPTOR = These are letters that further describe the file. For example, “STRC-CALCS” shows that the file contains the foundation engineering calculations. Do not uses spaces in the descriptor. See the options for various file descriptors here: Residential, Commercial, Multifamily, Plan Revision.

File Naming Guides

Here are file naming guides that show the file naming options. Just plug in your year and Folder number.

Residential (Single Family/Duplex) File Naming Guide
Multifamily File Naming Guide
Commercial File Naming Guide
Less common applications:

YearFolderNumber-Descriptor.PDF
Example: 23123456-STRC-CALCS.PDF

FILE FORMATTING REQUIREMENTS

PDF - Export documents as PDF or PDF/A, compatible with Adobe Acrobat Version 9.0 or higher. A PDF exported from the native file (not a scan saved as a PDF) is required for most projects. Scans are accepted only for supporting documents and for single-family additions or alterations; in these cases, scan at 150dpi minimum and 300dpi maximum for acceptable legibility and file size
Text-searchable - For scanned or non-searchable PDFs, apply Optical Character Recognition (OCR) to the document.
Unsecured Setting - Select “unsecured” in security settings so plan reviewers may mark the documents.
Landscape Orientation - Set all drawings to landscape orientation. Maintain a uniform page position and insertion point for all files in all submittals.
Indexed pages - Index/bookmark and label the pages within the PDF. The index and page labels should note the sheet number as well as the title/description of each sheet. See the example screen shot below.
Supporting documents - [description of this file format]
Cover Sheet Stamp Space – For Residential Projects create a space for the stamp region.
Drawing Sheet Stamp Space – You have two options for where to leave a space for the stamp: (1) Horizonal Space at the top right corner of all sheets OR (2) Vertical space at the top right corner of all sheets (see diagrams below).

Option 1

Option 2

UPLOADING OTHER DOCUMENTS

You may need to upload several other documents with your plans to SJePlans. Find the "Submittal Checklist" on the relevant Building Permit Service webpage:

NEED HELP?

Be sure to view our helpful video tutorials listed on this webpage. If you still need help, please submit a ticket here.