The Move file to a folder action, available within the Automated Action step in workflow templates. This feature allows users to automatically relocate files to designated folders as part of the workflow execution, and helps organizations to ensure files are properly and efficiently organized.
How to Move File to a Folder Using Workflows
Users can set up a Move file to a folder action within the Template Steps Setup section of a Workflow Template.
Workflow Templates can be accessed in the Workflows -> Configuration Settings. This article specifically covers instructions for configuring a Move file to a folder step only. Refer to Workflow Templates Overview for the complete setup of a Workflow Template.
Follow these steps to add the Move file to a folder step within a Workflow Template.
- Within the Template Steps Setup section, select the Automated Action option for the step type.
- Enter the Step name with up to 128 characters. The Step name can be set to editable or non-editable when a workflow is created from a template. Select Allow edits option to make it editable at the workflow instance.
- Enter a Description with up to 512 characters. The description can be set to editable or non-editable when a workflow is created from a template. Select Allow edits option to make it editable at the workflow instance.
- Select Move file to a folder from the Select action to perform on this step dropdown list.
- Select the folder to move the file when the step is executed.
- Set the workflow condition by choosing one of the following options from If this step fails, then dropdown list:
- Mark step as “Failed” and cancel workflow - This selection will mark the Move file step as “Failed” and cancel the workflow when the file is not moved within 24 hours.
- Mark step as “Failed” and continue workflow execution - This selection will mark the Move File step as “Failed” and workflow execution will continue to the next step or workflow will be marked completed if this is the last step of the workflow when the file is not moved within 24 hours.
When the system initially fails to move a file to a designated folder the system will automatically retry to move it at regular intervals for up to 24 hours. Additionally, users have the option to manually push the Retry Request button in the workflow pane every 2 hours.
Example Use Case
Move an approved document to a folder with restricted permission
Create a workflow with an approval step first and then add an Automated Action step to move the file to a folder with Viewer Only permissions.
Document Organization
Move the documents into appropriate folders based on the processing stages, such as Pending Review to Approved or based on the content.