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.

The order of rules

true

Name

Rule description.

Events

Available events:

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

true

The evaluation time.

Available values:

Pre.
Post.

Understanding the 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.

At the "pre" stage, the rules are triggered when the document has not yet been created.
At the "post" stage, the rules are triggered after the document has been created.

true

Exclusive

When enabled, it indicates that 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 set first the validations that are least 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 from the Plugins view. The application's plugin architecture helps administrators add new features to an existing application.

By default, the 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 validator definitions.

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

At 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 as needed.
- 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 the Edit button.

Edit action and validation definitions

Click on Definition icon.
Modify actions and validations as needed.
- 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 the 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 7.0 CE

Automation

Preliminary concepts.

Understanding Validators and Actions

Creating a rule

Editing a rule

Edit general parameters

Edit action and validation definitions

Deleting a rule