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.
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.
- Originating actor - The user performing the action of adding a file to the folder will be assigned as the workflow creator.
- Specific user - The specific user can be added to act as a 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.