Workflow

Use file metadata to attach files to email and tasks

Workflow can 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
:
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The
Rule builder
 screen will be displayed, showing all of your existing workflows:
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Within this screen, either edit and existing rule, or create a new rule via
Add
 >
New workflow
 :
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And once your workflow is created, click it. Within your workflow, click
Add
 >
New rule
:
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The
New rule
 screen is displayed:
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Within the
Details
 tab, enter the
Name
,
Description
 and
Status
 of your new rule:
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Once those details have been entered, click the
Triggers
 tab:
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Within the
Triggers
 tab, for this specific example, you must select
iSheet record
:
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And in this example, the trigger is when the iSheet is updated. Additionally, you must select a task metadata iSheet for this to work:
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Now you need to set up the condition. In this example, we are interested in when the
Status
 changes to
Executed
:
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Now click the
Actions
 tab:
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Send file via email
Firstly, select the action
Send email
 :
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Enter the details of the email, such as
Subject
, who it will be sent
To
 and
Email content
 etc.:
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Within the
Attachments
 drop down, in this example, you have the option of either
File
 or
Attached content
:
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  • 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 select
Add action
. Select
Add task
 as the action:
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And enter the relevant details for the task that is to be added:
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Once set up, select
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:
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Once the rule is triggered, an email will be sent:
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With the file attached, and a task will be created:
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This article applies to:

  • Product: HighQ
  • Subject: Workflow