Workflow Triggers enable automatic initiation of workflows when a specified condition is met. To save time and maintain process consistency, users can ensure that workflows start on their own by setting up one of the following conditions:
- File is added to a specific folder
- Specific metadata is applied to a file
- Document is signed using Egnyte Sign
- A workflow from a specific template is completed
How to Set Up a Workflow Trigger
Users can set up a Workflow Trigger within workflow Templates. Workflow Templates now include a new section,“Workflow Creation Conditions”, where users can define the condition for the Workflow Trigger.
Workflow Templates can be accessed in the Workflows -> Configuration Settings. This article specifically covers instructions for configuring automated workflow conditions only. Refer to Workflow Templates Overview for the complete set up of a Workflow Template.
When the Automatic or Both Manual and Automatic option is selected in the Workflow Creation Conditions, follow the steps to set up a condition for creating automatic workflows.
- When the Automatic or Both Manual and Automatic option is selected for Workflow Creation Condition, the Automatic workflow creation conditions section is displayed.
- Choose one of the following conditions from the dropdown list:
- A document is added to a folder
- A specific metadata is added to a document
- A specific workflow is completed on a document
- A document is signed
When a document is added to a folder option is selected, the Select Trigger Folder dialog will appear. Choose the folder for the system to monitor the changes. When a file or new version is added to this folder a new workflow will automatically be created. Users can also specify which file operations trigger a workflow. By default, all the options are enabled. Users need to select at least one event from the list.
If the Workflow Creator lacks minimum edit rights to the file, the trigger will fail, and the workflow creation process will be unsuccessful. Therefore, you should select a user who possesses the necessary file edit permissions to guarantee the workflow trigger functions.
When a specific metadata is added to a document option is selected, users must choose an existing metadata property, an operator, and a value to compare with. When this metadata field is added or updated on a file and it matches the condition, a workflow will automatically be created.
When a specific workflow is completed on a document option is selected, users can choose one of the existing workflow templates. When a workflow of the selected type is completed on a file, a workflow will automatically be created.
When a document is signed option is selected, a workflow from this template will be automatically created once a document is signed using Egnyte Sign.
- Choose the desired option from the dropdown list of the Workflow Creator.
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Originating actor - The user performing the action of adding a file to the folder will be assigned as the workflow creator.
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Specific user - The specific user can be added to act as a workflow creator.
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Originating actor - The user performing the action of adding a file to the folder will be assigned as the workflow creator.
The following three parameters available in the Template General Setup section of a Workflow Template can be used to further restrict conditions for the trigger. Each parameter, or any combination of them, can act as an additional filter:
- Who can use this template.
- Types of files that the template can be applied to
- Location where the template can be applied
These filters allow users to set more specific workflow conditions, such as selected folder location and a metadata value being added, allowed file types and document added to a folder or selected folder location and a document being signed.