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Files extension

When X happens, if it is Y, do Z. Even while you are away.

Every PDF uploaded to “Offers” comes out with the watermark and the “To send” label, and Marco gets a notification. Every file entering “Approved” is copied to “Published”. Automation rules do it on their own, in order, and write in the log what they did.

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One rule per folder: event, conditions, actions

A rule lives on a folder. The event that fires it: a file uploaded, modified, renamed, any of these, a state change, an acknowledgment completed by everyone. The conditions, all or at least one: file type — PDF, Word, Excel, image, video… — name contains, who uploaded, document state. The actions, run in the order you add them: in-app notification, email to chosen recipients, set state, assign labels, apply watermark — text or viewer’s email —, set expiry in N days, copy to another folder, lock read-only. It does not depend on workflows: it works on its own with the base functions and the other active extensions. Templates save a series of rules and apply them to another folder with a wizard that asks only for the gaps — which state, which recipients.

How it works

  1. Choose event and folder

    Right-click → Automations → New rule: “when a file is uploaded to Offers”.

  2. Add the conditions

    “If it is a PDF” and “if the name contains ‘offer’”. Files warns you if an action can never run with those types — the watermark on videos, for instance.

  3. Line up the actions

    Watermark, “To send” label, notification to Marco, expiry in 30 days. Save, and from then on the rule runs on its own; the execution log says what fired on which file.

The rule works even when you are not logged in. The log says what it did.

What you can do

  • Six events

    Uploaded, modified, renamed, any of the three, state changed, acknowledgment completed by all recipients.

  • Eight actions

    Notify, email, state, labels, watermark, expiry, copy, lock. In sequence, in the order you choose.

  • Locks that belong to nobody

    A lock set by a rule is not in the uploader’s name: only whoever manages rules lifts it. Files warns when a “modified → lock” rule will prevent any further edit.

  • Templates with a wizard

    Save the “Offers” rules as a template and apply them to “Offers 2027”: the preflight lists what is missing — the state, the recipients — and asks for it.

  • Execution log

    Which rule, on which file, when, with which outcome, action by action. When something did not happen, you see why.

  • It stops where it should

    On an archived folder the rule does not fire; a vaulted file is not touched. Rules respect protections, they do not bypass them.

Frequently asked questions

Who can create rules?

Whoever has the “Manage automation rules” permission on the folder. The rule’s actions apply to every file that arrives, from anyone.

Can rules move files?

They copy to another folder; moving would change who sees the file without anyone deciding. To reorder an archive there is Automatic reorganisation, with the permission impact previewed.

Do I need Document workflows?

No. Without workflows, upload events and non-state actions remain. With workflows, the “state changed” event, the state condition and the “set state” action are added.

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