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
At	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:

• Built-in Automation Validator plugins.
• Built-in Automation Action plugins.

Also, you can create your own plugins:

• Creating your own Automation Validation.
• Creating your own Automation Action.

Note

More information about how to register a new plugin.

Creating a rule

Note

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.