Automate merged PDF naming with Autotext in Publisher

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Managing many PDF exports in Archicad can become time‑consuming and error‑prone when each file must be renamed manually to reflect project stage, revision, or content. By combining Publisher shortcuts with Autotext, multi‑page PDFs or folder‑based outputs can be named automatically, so exported files follow a consistent, descriptive naming pattern that matches project information and layout structure.

Issue description

In Publisher, the Rename Items command supports inserting Autotext for individual layouts, but Rename Folders does not provide an Autotext picker. As a result, merged multi‑page PDFs created from a manually added Publisher folder cannot use Autotext‑based names directly, even if the layouts themselves use Autotext in their naming. This limitation was observed when a Community member attempted to publish a merged PDF where each output should include project‑specific data (such as date or project name) in the file name. The goal was to avoid manual renaming while still producing clear, searchable PDF names that reflect the project metadata.

Solution

Method 1: use Autotext with folder shortcuts 

1. Use a folder shortcut in Publisher set 

• In the Organizer, drag a subset (folder) from the Layout Book into the Publisher Set. This creates a shortcut. 
• Do not create a new folder manually, Autotext won’t work that way. 

2. Rename the shortcut using typed Autotext tags

• Select the folder shortcut in the Publisher Set.

• In the Publisher Set Settings, go to the “Rename Folders” field. 
• Manually type Autotext tags, for example: <YEARSHORT><MONTHNUMBER><DAYOFMONTH> - <PROJECTNAME> - <PROJECT_DESCRIPTION> 

Note: It is not possible to select Autotext from a dropdown list in this field; the tags must be typed directly.

 

Rename the folder using AutoText keywords

Tip: customize Autotext fields 

The output name can be customized by combining Autotext fields such as <PROJECTNAME>, <PROJECT_DESCRIPTION>, or <SHORTDATE>. 

To control what these values display: 

1. Go to Project Info and fill in the relevant fields (such as Project Name, Description, etc.). 
2. Use the matching Autotext tags in Publisher folder or file names. 

A detailed list of available Autotext commands is provided in the Archicad Help.

This setup makes it possible to keep merged PDF names consistent across exports while still reflecting the current project information.

Customizing Autotext fields and find them in Project info

3. Merge and publish 

• In the same settings, check “Merge to one PDF file.” 
• When publishing, the final merged PDF will automatically use the Autotext as its filename. 

This method works because shortcuts retain metadata from the Layout Book, which Autotext can reference, while regular folders don’t.  

Publish with a merged PDF file

Method 2: use real folder structure instead of a single PDF 

Another workflow is available when layouts must be exported as separate PDFs rather than a single merged file. In this case, the Real Folder Structure option in Publisher can be used.

• Each layout gets saved as a separate PDF. 
• The output files inherit names from the folder structure in the Publisher Set. 
  

Note: Autotext can be used to name each PDF file, but by default the subset (folder) name does not appear in the PDF file name.

This approach is effective for workflows that require individual PDFs organized by folders, such as separate packages for disciplines or phases, instead of one consolidated document.

Result 

Depending on the chosen publishing workflow, the outcome differs for the merged single‑file method and the real folder structure method as described below.

Method 1: merge pdf into one file 

When the Merge into one PDF option is used with a folder shortcut that has an Autotext‑based name, the exported multi‑page PDF automatically adopts that Autotext expression as its file name. This provides a single, clearly labeled document whose name reflects project date, name, or description, and stays consistent between publishing runs.

Publish files as a merged PDF

Method 2: create folder 

When publishing with Real Folder Structure, each layout is exported as its own PDF and can use Autotext in the layout or file name. The exported files remain organized in folders that mirror the Publisher structure, which helps keep document sets ordered while still benefiting from Autotext‑driven naming.

Publish files using Real Folder Structure

  

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These techniques were originally shared by Community member @NateLumen. If you’d like to explore the original discussion, click here to read the full thread!

This article is part of the ‘Tip of the Month’ series on Graphisoft Insights, highlighting valuable community-driven solutions for modeling challenges. Try these methods in your next project and experience the difference in model quality and efficiency.