Overview: Automations

Automations streamline the workflow of your document teams by automatically executing document actions whenever specific scopes and triggers are met.

They can be configured with these building blocks, managed, as well as have their audit logs reviewed.

 

Scope

Which documents this automation can be initiated for:

• Documents created from the template.
  • When an automation is created directly in the template - the scope will be all documents created from this template and this automation will be visible only on this template

• Document itself.
  • When an automation is created directly in the document - the scope will be only this document and this automation will be visible only on this document

 

Trigger

Event in a document under scope that initiates the execution:

• Metadata date*:
  
  • Pre-set date and time before or after the selected metadata date has been reached or;
  • Exact date of metadata date.
• Stage change:
  • The selected stage/state has been reached.
    • Multiple can be selected.
  • Stage/state types:
    • Stage: 
      • Any.
      • Draft.
      • Custom.
      • Release.
    • State:
      • Published.
      • Archived.
      • Unarchived.
      • Non-material changes.
• Stage deadline:
  • Pre-set date and time before or after the selected stage deadline has been reached. 
  • Exact date of stage deadline date.
  • Stage: 
    • Any.
    • Draft.
    • Custom.
    • Release.
• Approval Change:
  
  • Any
  • Status:
    • Approved
    • Rejected
    • Pending
  • Other:
    • Added
    • Removed
• Metadata Change:
  
  • Change in specified metadata field

 

Condition

Condition blocks act as gates: any actions or later condition blocks placed after a condition block will only run if that block evaluates to true.

Any of the following can be set as a condition for a document to meet:

• Approvals:

  • 1 or multiple approval types can be set.
    • The operator between them can be set to OR or AND.
  • Types of approvals:
    • Pending
    • Approved
    • Rejected

• • Group comparison operator:
    • All
    • Equals
    • Greater Than
    • Less Than
    • Is Empty
  • A field group can be created to act as a mini-condition block.
  • Example:
    • "Greater Than" "2" "Approved" means the condition is met if there are more than 2 that are approved
• Metadata fields:
  • 1 or multiple metadata fields can be set.
    • The operator between them can be set to OR or AND.
  • Types of metadata fields:
    • Any.
  • Comparison operator:
    • Depends on the metadata field.
  • A field group can be created to act as a mini-condition block.

 

Action

Event to take place within the triggered document and after previous conditions have been met:

• Email to any combination of the following:
  • group of a document role
  • platform user
  • platform user group
  • specific email address(es)
• Update Metadata
• Move to Stage:
  
  • Next Stage
  • Previous Stage
  • Draft
  • Release
  • Custom Stage
  • Archive
  • Unarchive