Automation

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

Preliminary concepts.

Each rule is composed of:

Field

Description

Required

Order

Indicates the order of the evaluation.

Rules with a lower order are evaluated first.

true

Name

Rule description.

Events

Available events:

Document create.
Document update.
Document delete.
Document rename.
Document purge.
Document move.
Document version restore.
Document download from UI.
Document download from UI for preview.
Document print.
Document stamp.
Document virus detected.
Document set node class.
Folder create.
Folder delete.
Folder move.
Task update.
Task delete.
Exports folder as JAR.
Mail creation.
Mail delete.
Mail move.
Mail download from UI.
Mail set node class.
Mail import attachments.
Record create.
Record delete.
Record move.
Record set node class.
Add metadata group.
Set metadata group.
Remove metadata group.
Text extraction.
Exports several nodes as ZIP.
Task create.
User create.
User login.
User logout.
Note create.
Note update.
Note delete.

true

The evaluation time.

Available values:

Pre.
Post.

Understanding stages of automation execution:

Pre

Internal execution

Post

Pre indicates rule execution before an internal event is executed.

Post indicates rule execution after the internal event is executed.

For example, a rule based on the "Document creation" event.

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

true

Exclusive

When enabled, indicates no other 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 with.

Validations are also ordered. It's good practice to first set positions that are more likely not to comply.

When empty, always comply.

false

Actions

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

Node types:

Document
Folder
Mail
Record

An example of an action is renaming a document immediately after creation.

true

Understanding Validators and Actions

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

By default, the application comes with built-in plugins:

You can also 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 definitions.

Rule creation has two steps. First, define the general fields, then the action and validation definitions.

On the 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 as appropriate.
- 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.
Modify actions and validations as appropriate.
- 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.

Table of contents [ Hide Show ]

Preliminary concepts.
Understanding Validators and Actions
Creating a rule
Editing a rule

Edit general parameters
Edit action and validation definitions

Deleting a rule

OpenKM 7.1

Automation

Preliminary concepts.

Understanding Validators and Actions

Creating a rule

Editing a rule

Edit general parameters

Edit action and validation definitions

Deleting a rule