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
At	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:

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

You can also 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 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.