Use Update file attachment metadata to update the site-wide file metadata iSheet when an attachment column contains a file; typically in an intake iSheet or Contract Express Output iSheet.
The Update file attachment metadata action allows you to add information about the attached files for reference, search and visualisation across the site.
The Update file attachment metadata rule action is available only if:
- a file metadata iSheet is configured in the site
- the workflow rule trigger is an iSheet with one or more attachment columns or CE Output iSheet
- if the attachment column in the iSheet is configured to use a Custom Location
Add a new rule
Navigate to Admin > Workflow management > Rule builder:
The Rule builder screen is displayed:
Click the workflow that will contain the new rule, then click Add > New Rule:
Select Add > New Workflow to create a new workflow.
The New rule screen is displayed:
To update an existing rule, click the name of the rule instead of New rule.
When creating your new rule, give it a Name and Description. When you have finished, click Save and continue.
Set triggers
The Triggers tab is displayed:
Select iSheet record from the first drop-down menu:
Then select if your rule will trigger if an iSheet record is Added or Updated:
Select the iSheet that would contain a new or updated record from the iSheet dropdown menu:
Add conditions
If necessary, click Add condition.
Select a column that will be monitored to trigger the rule:
And enter the condition (or conditions) for the rule to trigger.
You may add further conditions or triggers.
When you have finished click Save and continue.
Actions
The Actions tab is displayed. In the Choose action menu, select Update attachment file metadata:
Select up to 10 attachment columns that contain data that will be used to populate the file metadata iSheet:
Only Choice, Date, User Lookup, Single-line Text and Multi-line text columns can be selected as the target column to be updated
Then select a column to update in the file metadata iSheet:
Enter a mix of text and variables to pull data from the selected source columns. For example, to simply copy the contents of one column to the file metadata iSheet with no other changes, click Insert variable and select the name of the source column.
Click Add column to update multiple columns in the file metadata iSheet.
Click Save to save the actions.
Save and activate
After you save your rule, the rules screen opens:
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 - create a copy of the rule
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.
