Configure the Vault Connector to sync files to Forma Data Management automatically when a file changes lifecycle state. State-change sync keeps Forma current without users running Sync to Forma manually.
Add the Sync Files and Folders to Forma using Vault Connector action to a lifecycle state transition. When a file enters the target state, such as Released, the connector syncs it to the mapped Forma Data Management location.
Before configuring state-change sync, enable the Vault Connector, create folder mappings for the Vault folders to sync, and configure property mappings for the metadata you want in Forma.
Open Vault Settings in the Vault client:
Go to Tools > Administration > Vault Settings.
The Vault Settings dialog box displays.
Open the lifecycle definition:
Select the Lifecycles tab
Select the lifecycle definition that contains the state transition you want to configure
Click Edit
The lifecycle editor displays.
Edit the state transition:
Locate the transition that should trigger the sync (for example, Work in Progress to Released)
Select the transition and click Edit
The Edit Transitions dialog box displays.
Add the Sync to Forma action:
Click the Actions tab
Select the check box for Sync Files and Folders to Forma using Vault Connector in the available actions list
Click OK
The Sync Files and Folders to Forma using Vault Connector action is added to the transition.
Save the configuration:
Click Apply in the Vault Settings dialog box
Click OK to close the dialog box
The lifecycle configuration is saved and active for all files that use this lifecycle.
Verify the automatic sync:
Change a mapped file to the configured state
Wait for the sync task to process in the background
Confirm the file's Forma Link State, Forma Sync Status, and Forma Synced Date properties
Review ADMS Console logs for details about the sync.
After you configure state-change sync, files that reach the configured state sync to Forma automatically, without manual action.