Add To Workflow

With Add To Workflow, you can automatically take all the documents stored in a selected folder and add each one to a specified workflow. You can define the criteria used to add documents to the defined workflow based on the contents of one or more fields.

To create a new Add To Workflow automation you must configure:

  1. General Settings
  2. Build Add to Workflow
  3. Field Comparison

1. General Settings

  1. In the Automation app click on Add To Workflow in the side navigation.

  2. Click on the New Add to Workflow button.

    New Add to Workflow automation

  3. In theGeneraltab, enter the name for the new add to workflow automation in the Add to Workflow Name field.

  4. If you have an on-premises instance of Vasion, you may enter a value on the Run On Machine filed otherwise leave blank.

    General Add to Workflow configuration

    The value in this field determines the server used to run the automation and is only required where there are multiple Vasion clients and / or client services running for the environment.

  5. Use the Perform drop-down to select the frequency you want the automation to run. The next fields that display depend on what you select here.
    1. Once — use this option to only run the automation once. The next field display updates to Start Date, and you can type the date in the format shown or click on the Calendar icon Calendar icon to pick the date.
    2. Daily — use this option to run the automation every day. The only remaining option is the Start Time.
    3. Weekly — use this option to run the automation once a week. The next field updates to Weekdays and you can use the drop-down to select one or more days of the week by checking the appropriate box.
    4. Monthly — use this option to run the automation once a month. The next field updates to Months and you can use the drop-down to select one or more months by checking the appropriate box.
    5. Frequency — use this option to run the automation at a specified time interval in minutes. In the next field, type in the number of minutes for the time interval.
  6. In the Start Time, enter the time of day to run the automation in the format shown or click on the Clock icon Clock icon to pick the time.
  7. If the Monthly option is selected, a Day of Month field is shown. Type in the day of the selected month(s) when you would like to run the automation.

2. Build Add to Workflow

  1. Click on the arrow next to the Build Add to Workflow section to expand it.
  2. Use the Object drop-down select the object associated with the document(s) to be added to the Workflow.
  3. Click on the Browse button to select the Process Folder. The automation adds each document in that folder to a workflow. The folder you select displays in the Process Folder field.
  4. If you check the Include Subfolders box, all the subfolders inside your chosen folder get included in the automation.
  5. Use the Add to Workflow drop-down to select the workflow to which you would like to add the documents found in the Process Folder.

Build Add to Workflow

3. Field Comparison

You can manage the search and workflow execution with more granularity by configuring additional criteria to add the document to the workflow.

  1. Click on the arrow next to Field Comparison to expand the section.
  2. Click Add Field
  3. Use the Field drop-down to select a field from the Object selected in the Build Add to Workflow section.
  4. Use the Compare drop-down to select how to compare the selected field to the search value.
  5. Enter the value for which you would like to search into the Value field.
  6. You can click Add Field and configure as many fields as necessary to complete your automation.

Field Comparison configuration

Permissions

You can change who can see or edit the automation by assigning user or group permissions. If you leave all users and groups in the left column, then the automations can be seen by all users and groups by default.

  1. Click on the Permissions tab at the top of the screen.
  2. Select the users and / or groups you would like to have permission to access the folder and click the right arrow button Right arrow icon.
  3. You can also add or remove all users or groups by clicking on the Add All or Remove All buttons above each column.

Automation permissions

The roles that a user has can also limit which users can see and run this job. See Roles for more information on what roles do and how they may affect what you are trying to do.

When the configuration is complete, click Save at the top of the page to save your automation and run automatically based on the specified settings.