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 lower order.

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 on 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

Evaluation

Whether all automation validations should evaluate to true or just one of them.

For example, if you have two validations like "NameMatches" and "PathContains", if the evaluation is set to "AND", both conditions must be met. If it is set to "OR", only one needs to be true.

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 a good practice to place first the validations that are more likely to fail.

When empty, always comply.

false

Actions

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

Node types:

Document
Folder
Mail
Record

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

true

Understanding Validators and Actions

The application provides a complete list of available validators and actions in the Plugins view. The application's plugin architecture helps administrators add new features to the 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.

Creating a rule has two steps. First define the general fields, then the action and validation definitions.

In the top right, click on Create new rule.
Fill in the fields.
Click on the 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 the 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.

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 8.1

Automation

Preliminary concepts.

Understanding Validators and Actions

Creating a rule

Editing a rule

Edit general parameters

Edit action and validation definitions

Deleting a rule