Renaming exported forms with user information means customizing the output file name using data provided by the person submitting the form, instead of generic names like FormResponse_1.pdf. It typically works by using placeholders (like ${fieldName}) within the export settings of a form tool. When an export is triggered (e.g., as PDF, CSV), these placeholders dynamically pull values from the submitted entries—such as email, name, or ID—inserting them directly into the filename.

For instance, a customer support form might name exports ${Email}_SupportTicket.pdf, generating j.doe@example.com_SupportTicket.pdf upon submission. An HR onboarding platform could create personalized documentation using ${FirstName}_${LastName}_OnboardingDocs.pdf. Tools commonly offering this feature include advanced form builders like Formstack, Microsoft Forms (Power Automate flows), custom databases like Airtable, or form frameworks integrated with process automation.

This approach significantly improves organization, making specific responses easier to identify and sort compared to sequential numbering. However, its key limitation is ensuring the included user data is unique and consistently entered. Crucially, it raises privacy concerns: using PII (Personally Identifiable Information) like full names or emails in filenames could inadvertently expose sensitive data if files are shared insecurely. Careful configuration is needed to balance utility with data protection principles.