Automation

Automation is a set of controls that perform actions based on a set of rules.

Preliminar concepts.

Each rule is composed of:

FieldDescriptionRequired

Order

Indicates the order of the evaluation.

The rules with less

true

Name

Rule description.

 

Events

Available events:

  • Document creation.
  • Document update.
  • Document move.
  • Folder creation.
  • Mail creation.
  • Adds metadata group.
  • Sets metadata group.
  • Text extraction.
  • Converts to PDF.
  • Converts to SWF.

true

At

The evaluation time.

Available values:

  • Pre.
  • Post.

Understanding stages on automation execution:

Pre

Internal excution

Post

Pre indicate rule execution before an internal event is executed.

Post indicate rule execution after the internal event is executed.

For example a rules based on "Document creation" event.

  • On "pre" stage the rule is triggered when the document has not yet been created.
  • On "post" stage the rules is triggered after the document has been created

true

Exclusive

When enabled, indicates no order rules should be executed.

true

Active

Enables or disables the rule.

true

Validators

List of validators. Each validator is a condition that must be complied.

Validations are also ordered. It's a good practice to first set positions that will have more possibilities not to comply.

When empty, always comply.

false

Actions

List of actions. An action is something that will be done with the node that caused the execution of the rule.

Nodes types:

  • Document
  • Folder
  • Mail

Example of an action, can be renaming a document immediately after creation.

true

Understanding Validators and Actions

By default application comes with built in validators and actions:

Also you can create your own plugins:

Creating a rule

Rules are composed of:

  • General fields.
  • Actions and validators definions.

A rule creation has two steps. First define the general fields, then the actions and validations definitions.

  • On top right click on  Create new rule.
  • Fill in the fields.
  • Click on Create button. ( the application will return to the initial screen ).
  • Click on  Definition icon.
  • Add actions and validations according to convenience.
    • Click on Add validation icon.
    • Click on Add action icon.
  • When finished, at the top left click on Automation rules button. ( the application will return to the initial screen ).

Editing a rule

Edit general parameters

  • Click on  Edit rule.
  • Modify the fields.
  • Click on Edit button.

Edit action and validation definitions

  • Click on  Definition icon.
  • Modifiy actions and validations according to convenience.
    • Validations
      • Click on Add validation icon.
      • Click on  Edit validation icon.
      • Click on  Delete validation icon.
    • Actions
      • Click on Add action icon.
      • Click on  Edit action icon.
      • Click on  Delete action icon.

Deleting a rule

  • Click on  Delete rule.
  • Click on Delete button.