As of version 5.6, we have expanded workflow to use file metadata to attach files to email and tasks. This feature supports enhanced document management, and gives greater control over who accesses the documents, and how.
In the example below, we will be using a file metadata iSheet with associated custom metadata, to be used to determine whether a file should be attached to a custom email, task or both.
Navigate to the Rule builder within your site, via Site Admin > Workflow > Rule builder:
The Rule builder screen will be displayed, showing all of your existing workflows:
Within this screen, either edit and existing rule, or create a new rule via Add > New workflow:
And once your workflow is created, click it. Within your workflow, click Add > New rule:
The New rule screen is displayed:
Within the Details tab, enter the Name, Description and Status of your new rule:
Once those details have been entered, click the Triggers tab:
Within the Triggers tab, for this specific example, you must select iSheet record:
And in this example, the trigger is when the iSheet is updated. Additionally, you must select a task metadata iSheet for this to work:
Now you need to set up the condition. In this example, we are interested in when the Status changes to Executed:
Now click the Actions tab:
Send file via email
Firstly, select the action Send email:
Enter the details of the email, such as Subject, who it will be sent To and Email content etc.:
Please note that you must select the Override file permissions and enable attachments checkbox, as we cannot perform the permissions check on the recipient of the email
Within the Attachments drop down, in this example, you have the option of either File or Attached content:
- The File in this case is the file that associates to the corresponding triggering iSheet record
- Attached content is another column within the iSheet, which is why it is displaying here
Select File. This action is now complete.
Attach file to tasks
Create a second action by click Add action. Select Add task as the action:
And enter the relevant details for the task that is to be added:
Please note that you must select the Attach triggering file checkbox to ensure the triggering file is attached to the newly created task
Once set up, click Save. Your new rules and actions will be saved.
Triggering your new rule
Navigate back to your task metadata iSheet and change the status of one of the files to Executed in order to trigger your new rule:
Once the rule is triggered, an email will be sent:
With the file attached, and a task will be created:
