Document Event Trigger

Last Updated: May 21, 2026

The document event trigger is an event type in Vasion Automate that initiates a workflow when a document is received from a supported input source. Instead of manually uploading files or starting workflows, users submit documents through their normal work activities, such as scanning, printing, or retrieving from storage, and the workflow begins automatically.

When you configure a document event trigger, you specify which input sources, users, and devices are allowed to start the workflow. This selection gives you granular control over how and when workflows start without changing the end user experience.

Document event is one of several Workflow event types available in Vasion Automate. This event type is designed for document-centric automation and is the foundation for features such as Scan to Workflow.

Key Points

Review the following key points:

  • The document event trigger supports three input sources: Document scan, Print Capture, and Rules and Routing.
  • All three input sources share a single trigger step in the workflow builder. You can select one or more sources for a workflow.
  • Workflow admins control which users or groups can trigger a workflow on the Document event step. All users are allowed by default.
  • The trigger step in the workflow builder shows icons for each selected input source, and hover tooltips identify each one.
  • Each input source passes metadata variables into the workflow when the workflow starts. These variables are available for use in later workflow steps and conditional branches. For a full list, refer to Document Event Variables.

How a Document Event Trigger Works

When you create a workflow and select Document event as the event type, the workflow builder shows the Document event step. In this step you select the input sources that activate the trigger and restrict access to specific users or groups. After you select Continue, the workflow builder shows icons on the Document event step that represent each selected input source. You can edit the configuration at any time by selecting the Edit button Edit button. on the step.

When a user submits a document through a selected input source, such as scanning from a multifunction printer (MFP) using the Control Panel Application (CPA) or printing from a device, Vasion Automate receives the document and metadata specific to that input source. The workflow then starts and uses those variables for routing, branching, and processing decisions. If a user tries to trigger a workflow that they do not have permission to access, the trigger is blocked and Vasion Automate returns an error to the originating app.

Requirements

Review these Requirements before you start.

In addition to the general requirements, document event triggers require the following:

  • The input sources you want to select must be active in your environment.
  • Document scan: Simplified Scanning must be deployed with the CPA configured on supported MFPs.
  • Print Capture: The Vasion Print Client must be installed on user devices. Users or groups need permission to access workflows.
  • Rules and Routing: Vasion Output with Rules and Routing must be configured with at least one rule that includes Send to Workflow.

Common Use Cases

Document Scan

Accounts payable teams can scan invoices directly into an approval workflow from any MFP, eliminating manual email routing and reducing the risk of misdirected or lost documents. Users select the target workflow from the CPA scan destinations screen, and Vasion Automate begins processing the document immediately after the scan completes.

For more details refer to Scan To Workflow.

Print Capture

Organizations can capture print jobs as workflow inputs, so documents printed from any device automatically trigger later processes, such as archival, approval, or compliance routing. Users do not need to take additional steps after submitting the print job.

For more details refer to Print To Automate.

Rules and Routing

Multilocation organizations can use the Rules and Routing source to trigger regional or department-specific workflows automatically. Documents follow consistent processing paths without manual intervention at each location.

For more details refer to Output To Workflow.

Next Steps

Refer to the following: