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

Preliminar concepts.

Each rule is composed of:



Indicates the order of the evaluation.

The rules are evaluated in ascendant order.



Rule description.



Available events:

  • Document creation.
  • Document update.
  • Document move.
  • Document version restore.
  • Document download from UI.
  • Document download from UI for preview.
  • Document print.
  • Document stamp.
  • Folder creation.
  • Exports folder as JAR.
  • Mail creation.
  • Mail download from UI.
  • Record creation.
  • Adds metadata group.
  • Sets metadata group.
  • Text extraction.
  • Converts to PDF.
  • Converts to SWF.
  • Exports several nodes as ZIP.
  • Task create.
  • Task update.
  • Task delete.
  • Note create.
  • Note update.
  • Note delete.



The evaluation time.

Available values:

  • Pre.
  • Post.

Understanding stages on automation execution:


Internal excution


Pre indicates the rule executes before an internal event is executed.

Post indicates the rule executes after an internal event is executed.

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

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



When enabled, indicates no order rules should be executed.



Enables or disables the rule.



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.



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
  • Record

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


Understanding Validators and Actions

The application provides a complete list of available validators and actions from the Plugins view. Application plugins' architecture helps administrators to add new features to an existing application.

By default application comes with built in plugins:

Also you can create your own plugins:

More information about how to Register a new plugin.

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 the top right click on  Create new rule.
  • Fill in the fields.
  • Click the Create button. (The application will return to the initial screen).
  • Click on the 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 the Delete rule icon.
  • Click on Delete button.