Configure Automations

Content

• Overview
• Pre-conditions
• Steps
  • Create or Edit an Automation Rule
  • Test an Automation Rule
• Supplementary Information
• Notes

Overview

In a template or a document, you can create and configure automation rules to help streamline the workflows of the teams working on the applicable document(s).

This means that when an applicable document's trigger is met (whether it be a metadata date approaching, a stage deadline approaching, or a stage/state occurring), an action automatically occurs for the document.

After creating and configuring automation rules, you can run a test with any of them and manage them as well.

Lastly, you can review their executions through the audit logs.

Pre-conditions

• System Level Permission:  [ 'System Administration' ] or [ 'Manage Automations' + ( 'Edit Documents' or 'Create Documents' or 'Document Manager' / 'Create Templates' )]
• Document Level Permission: 'Owner', 'Editor', 'Reviewer', or 'Read Released'

Steps

Create or edit an automation rule:

1. Click on the  icon in the top pane of the template/document.
2. Click +Create automation or on an existing automation rule to edit it.
3. Enter name and description.
4. Select the trigger type:
   1. Metadata date:
      1. Specify the:
         1. Metadata date field.
         2. Timezone.
         3. Whether it's before, after, or at the metadata date:
            1. (If) before or after is selected:
               1. Time interval:
                  1. 1 day.
                  2. 1 week.
                  3. 1 month.
                  4. 3 months.
                  5. Custom number with selectable time unit.
               2. Time of the day.
         4. (Optional): Click on the + symbol to add an or time sub-trigger relative to the first time sub-trigger.
   2. Stage change:
      1. Specify the stage(s)/state(s):
         1. Any.
         2. Draft.
         3. Custom.
         4. Release.
         5. Published.
         6. Non-material changes.
         7. Archived.
         8. Unarchived.
   3. Stage deadline:
      1. Specify the:
         1.  Stage(s):
            1. Any.
            2. Draft.
            3. Custom.
            4. Release.
         2. Timezone.
         3. Whether it's before, after, or at the stage deadline:
            1. (If) before or after is selected:
               1. 1. Time interval:
                     1. 1 day.
                     2. 1 week.
                     3. 1 month.
                     4. 3 months.
                     5. Custom number with selectable time unit.
               2. Time of the day.
         4. (Optional): Click on the + symbol to add an or time sub-trigger relative to the first time sub-trigger.
5. Enter the email details*:
   1. Recipients:
      1. Document role.
      2. Platform user.
      3. Platform user group.
      4. Email address.
      5. Approver type:
         1. All approvers
         2. Approvers - Approved
         3. Approvers - Pending
         4. Approvers - Rejected

1. 1. 1. User picker field value*:
         1. For example: Give me users from these document metadata fields:
            • "Owner of the Document" user picker metadata
            • “SME” user picker metadata
            • etc...

1. 1. Subject.
   2. Body.
2. (Optional): Toggle Enabled on/off from the top of the window to activate/deactivate the automation rule.
3. Click Save.

Test an Automation Rule

1. Click on the  icon in the top pane of the template/document.
2. Click on an existing automation rule in the Automations tab.
3. Click Run.
   1. This will send a test email to the recipients of the automation rule.*

Supplementary Information

Email content

You can make use of any of the following smart values (standard and/or metadata) to personalize the content:

• Standard smart values:
  • @document title (subject): will be replaced by the name of the relevant document.
  • @document (body): will be replaced by a clickable name of the relevant document.
  • @document version (subject & body): will be replaced by the latest version number of the relevant document.
  • @portal document title (subject): will be replaced by the name of the relevant document in the Policy Portal.
  • @portal document (body): will be replaced by the clickable name of the relevant document in the Policy Portal.
  • @portal version (subject & body): will be replaced by latest version number of the relevant document in the Policy Portal.
• Metadata smart values:
  • @metadata name (subject & body): will be replaced by selected metadata field (both custom and system fields are available*)

Full screen mode

Click on the icon to expand the automation rule window to full screen.

Notes