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18 Confidential. For use by Hospitality Softnet Staff only
Naming Files and Correspondence
The report will come to you already started and named. You may save it to your monthly folder for the
current month and begin your work on it. In most cases, documents and audios for sales and catering the
following way:
SHARED SHOPS NAMING FILES:
In most cases, documents
and
audios for sales and catering the following way:
Hotel Code_Date_Shopper Initials
So, for a hotel which has a hotel code of 3000s initiated on May 4, 2012 by Mary Smith, you would name the
file as follows:
Example:
3000s_050412_ms
For a “shared shop,” we will add the Report Writer’s initials to the end of the file name:
Hotel Code_Date_CallerInitialsWriterInitials
Example:
3000s_050412_ms
dp
SHARED SHOPS NAMING CORRESPONDENCE:
When a Sales or Catering assignment asks that materials be submitted along with the shop, the file name
for all correspondence should match the Shop Id Code. For example, if assignment 3000s asks for
collateral to be sent, you would save all the emails and proposals received as either a Word or Adobe
document and name it as follows
3000s_050412_msdp Menus
3000s_050412_msdp Proposal
If the assignment requires that materials be submitted with the final report, it will be noted on the assignment
sheet.
SPECIAL NOTES
:
The final report and audio are submitted in the same email. Any correspondence is submitted at the same
time but in a separate email.
Please save all work (report, audio and correspondence) for 90 days. After 90 days, you may delete the
contents of the monthly folder.
In some cases, the name of the report and audio will not follow this rule. Refer to the Shopper Checklist to
ensure the files are named correctly.
Review this page carefully