Having something done by itself when a file arrives

An automation is a rule on the folder: when a file arrives, do this. It is for where the same thing repeats — invoices that need renaming, a supplier’s documents that need moving, a notice to send every time.

To create one:

1. Right-click on the folder.
2. Hover over «Automations» — it has an arrow on the right.
3. Choose «Create automation»: a panel opens on the right-hand side of the screen.
4. Fill in the two steps:
   • when — the event that sets it off;
   • the second step, Solo se… — the conditions, and it is optional: you can narrow it by «File type», «Name contains» (for instance the word “invoice”), «Uploaded by» or «Document status». If you put nothing, it applies to every file — the rule itself reminds you.

⚠️ Before you let it run

An automation works on everything that arrives, at night too, and when a colleague who doesn’t know it exists uploads something. It is worth:

• starting with a tight condition and widening it later, rather than the other way round;
• remembering that whoever uploads does not see that a rule is about to act: if it moves or renames the files, to them they will have vanished.

To see the ones active on a folder and switch them off: right-click → «Automations» → «Manage automations». All the tenant’s ones are in the «Control centre» (at the bottom of the left-hand menu) → «Automations».

If the entry isn’t there

It is an extension the company has to have active. And the condition on the document status needs the folder to follow a status path — otherwise the panel tells you so.

Questions this guide answers

• how do I have files moved by themselves
• how do I automate a folder
• what is an automation
• I want invoices to go into the right folder
• create automation
• manage automations
• automatic rule on a folder
• move files by themselves
• rename automatically