The Add folder action automatically creates and names a folder when the selected trigger conditions are met. As of version 5.6, an additional option can create up to twenty subfolders in the same action.
The Add folder action is available for all triggers.
Once you have selected Add folder as your action, the following fields are displayed:
Each field is described below:
- Folder name - This is the name of the folder. Depending on the trigger, you may use Insert variable to assign a name based on the source that triggers the Action (a file or file metadata iSheet).
As of April 2023, if you know the name of the variable, you can use the Search field to quickly find the variable from a long list of variables.
- Automated folders and sub-folders will inherit parent folder permissions - By default the folder inherits permissions from the parent folder. Deselect this option to make it possible to edit the Folder and Files permissions; these can be granted or removed for each user or user group.
Permissions assigned to new folders depend on the default inherit settings or the permissions option selected in the New rule window.
As of May 2024, if 'inherit parent folder permissions' is disabled the new folder has no permissions.
It is possible to create a folder where you do not have view permissions i.e. if the folder does not inherit the parent permissions and you do not have access to the default settings. This is possible if, for example, you are a Folder admin, Inherit parent folder permissions is NOT selected and no custom group or user permissions were set:
- Location - Where the folder is created.
- Move triggering file - if a file or file metadata iSheet is your rule trigger, select this to move the trigging file to the created folder. If a folder with the same name already exists, then the triggering file is moved to that folder.
Variables
You can add variable content to the Folder name field. Variables are used to dynamically retrieve data from the trigger source.
For example, you may want to automatically add a folder with a name based on data from the iSheet record that triggered the action.
Click Insert Variable next to the Folder name field to display the Insert variable - Folder name window:
In the Variable to be used dropdown, you will see all of the variables available to you. In this example, we have Client name.
Select the variable that you want to use and click Insert. The Folder name field now looks like this:
So in this example, when the folder is created it will use the value stored in the Client name column of the triggering iSheet record.
You can use multiple variables, and text, to create a folder that has references to multiple characteristics:
If the folder name already exists, then a new folder is not created.
Click Add action to trigger multiple actions, such as adding a task or sending an email.
Click Save to save your actions.
Automatically move a triggering file to an automated folder
You can automatically move a file to an automated folder, this avoids having to manually sort many files.
The following information assumes a basic knowledge of workflow and rule building. To learn more about workflows, click here and to learn more about rule building, click here.
When you create a new rule, you must first enter the details of the rule:
Enter the relevant details, then click Save and continue. The Triggers tab opens.
To set up this rule, you must select either File or iSheet (File metadata iSheet) as the rule trigger.
Ensure that your rule trigger is set up correctly, and add in the details for the rule trigger:
Click Save and continue once you have entered all of the relevant information. The Actions tab opens.
For this workflow to work, you must select Add folder as your action.
In the Actions tab, select Add folder as your action. The Move triggering file check box is available:
Select the Move triggering file checkbox to enable this functionality. When this workflow is completed, the triggering file is automatically moved to the selected folder.
Add a link to the automated folder
As of October 2022, if the rule is triggered from an iSheet which also contains a folder link column, then you may automatically add a link to an automated folder.
See File or folder link column and Add columns in iSheets for more information.
If the rule action automatically adds a folder and, if the triggering iSheet has one or more folder link columns, you can select which folder link column is updated with links to the created folder.
Select the name of the folder link column from Link folder to. If more than one folder link column is available, you may select multiple columns.
Click Save to confirm your changes.
Only one folder reference can be added to one folder link column in a single rule.
If the target folder link column already includes links, then the new link is added to the existing links; no links are removed.
Duplicate folder names cannot be created with Workflow.
Move a file from an attachment column
As of November 2022, if there are one or more attachment columns in the triggering iSheet you may select attachments and move them to the automated folder.
The attachment column must be configured to use a custom location. Files are moved from the custom location to the automated folder; the attachment column still contains the file.
In the Actions tab, select Add folder as your action.
Enter a folder name, or click Insert variable to create a dynamic folder name.
The Move file from drop-down menu provides a list of attachment columns:
Select up to ten attachment columns. Attachment files are moved to the automated folder.
Save and activate
When you save your rule, you are redirected to the rules screen:
In this screen, you can view the name, status and last modified date and time of your rule, and also who modified it.
Additionally, you have access to the More actions menu:
The options are as follows:
- Edit - allows you to edit the rule
- Activate - lets you activate your rules and changes the status from Draft to Active. If you click More actions on an active rule, you can instead Disable the rule
- Delete - allows you to permanently delete the rule
- Clone - allows you to duplicate a rule or workflow
Activating your rules
Once you have created your rules, they must be activated if you want them to trigger. Click More actions > Activate to do so. If you activate rules but your workflow is not active, you will receive a warning message.
