The Add metadata to a file action, available within the Automated Action step in workflow templates, allows users to automatically apply metadata to files as part of the workflow process. This helps organizations to ensure files are properly categorized and searchable without manual intervention.
This article provides step-by-step instructions on configuring the Add Metadata to File action in a workflow.
How to Add Metadata to File action step to a Workflow
Users can set up Add metadata to a file 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 Add metadata to a file 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 Add metadata to a file from the Select action to perform on this step dropdown list.
- Select an existing Metadata section from the dropdown list. Refer to Create Metadata to create required Metadata sections.
- Select Property and Value to be applied as a part of this workflow step. When executed, the metadata value will be automatically assigned to the file as part of the workflow process.
- For metadata properties that require dates, users have two options for defining the metadata value:
- Add specific date as a metadata value: Users can manually select specific date to be applied for the metadata value.
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Add step completion date as metadata value: Users can select this option to assign the step completion date as the metadata value. Additionally, they can adjust the date by adding or subtracting days from the completion date using the switch. This provides flexibility to modify the metadata date relative to the step completion date.
- 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 Add Metadata step as “Failed” and cancel the workflow when the Metadata value is not applied to the file within 24 hours.
- Mark step as “Failed” and continue workflow execution - This selection will mark the Add Metadata 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 Metadata value is not applied to the file within 24 hours.
When the system initially fails to add metadata, such as when metadata value or scope is changed after the workflow creation, the system will automatically retry to add metadata 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
Add Verified tag to a file once reviewed
Create a workflow with a review step first and then add an Automated Action step to update the verified metadata field to Yes.