Category Rule Administration

Create a New Rule

When a new rule is created, by default there are no conditions assigned to the rule and it evaluates as negative until conditions are defined for the rule.

1. Click Tools Administration Vault Settings.
2. In the Vault Settings dialog box, select the Behaviors tab  Rules.
3. Select whether you want to configure rules for files or items from the drop-down list just beneath the Assignment Rules dialog box title.
4. On the Assignment Rules toolbar, click New. In the Edit Rule dialog box, the default name, or New Rule with an appended number appears in the Rule Name box.
5. The vault default category is initially assigned and appears in the Category Assignment list. Optionally, select a different category from the list to assign it to the new rule.
6. Click OK.

Copy a Rule

A rule can be created by copying an existing rule. When a rule is created in this way, the rule and rule conditions are copied and assigned to the category of the original rule.

1. Click Tools  Administration Vault Settings.
2. In the Vault Settings dialog box, select the Behaviors tab  Rules.
3. Select whether you want to configure rules for files or items from the drop-down list just beneath the Assignment Rules dialog box title.
4. Select the rule you want to copy and then click Copy. The new rule appears in the Edit Rule dialog box, preceded by the words, "Copy of...".
5. In the Edit Rule dialog box, accept the default name or enter a name for new rule.
6. Accept the default category assignment or select a category from the Category Assignment list, and then click OK.

Edit a Rule

1. Click Tools  Administration Vault Settings.
2. In the Vault Settings dialog box select the Behaviors tab  Rules.
3. Select whether you want to configure rules for files or items from the drop-down list just beneath the Assignment Rules dialog box title.
4. Select the rule that you want to edit, and then click Edit.
5. Enter a new name for the rule in the Rule Name box.
6. Select a different category from the Category Assignment list, which displays only available categories.
7. Click OK.

Manage Rule Conditions

Conditions that define a rule can be added, deleted, or edited. In the condition variables area, the Property, Condition, and Value lists are displayed. The property list shows the indexed user-defined and system properties for the vault that are in use. The conditions available in the condition list are determined by the selected property. The variable entered in the value box is compared to the property using the selected condition.

Edit Rule Conditions

1. Click Tools  Administration Vault Settings.
2. In the Vault Settings dialog box, click the Behaviors tab  Rules.
3. Select whether you want to configure rules for files or items from the drop-down list just beneath the Assignment Rules dialog box title.
4. Select the rule you want to edit. 

Add Conditions to the Rule

1. In the condition variables area, select the property from the Property list that you want to add.
2. In the Conditions list, select the type of conditional test to apply.
3. If the conditional test is not boolean (yes or no, true or false), the value box identifies the variable that is compared to the property in the conditional test.
   • If the property type is a list, select the value to be used from the list of available values.
   • If the property type is a string (alpha, numeric, or alpha-numeric) enter the value of the comparison variable.
   • If the property type is date, select the date from the date picker.
   • If the property type is boolean, the Value field is unavailable.
4. Click Add. When a valid condition is created with the variable fields, the new condition is added to the conditions list for the rule. 

Modify an Existing Condition to the Rule

1. Select the condition you want to modify from the conditions list.
2. In the condition variables area, modify each variable--property, condition, or value--as you need to re-create the conditional test as you want it to be.
3. Click Replace. The condition variables are replace by those currently shown in the variable fields.

Delete a Condition from the Rule

1. In the list of conditions for the rule, select the condition you want to remove.
2. Click Remove. The condition is removed from the conditions list.

Reorder a Rule Set

Rule conditions are tested in the order in which they appear in the Assignment Rules dialog box. Conditions can be reordered so that they are tested in a different order.

1. Click Tools  Administration Vault Settings.
2. In the Vault Settings dialog box, select the Behaviors tab  Rules.
3. Select whether you want to configure rules for files or items from the drop-down list just beneath the Assignment Rules dialog box title.
4. Select the rule set you want to move, and then click the Move Up or Move Down button as needed.

Delete a Rule

1. Click Tools  Administration Vault Settings.
2. In the Vault Settings dialog box, click the Behaviors tab  Rules.
3. Select whether you want to configure rules for files or items from the drop-down list just beneath the Assignment Rules dialog box title.
4. Select the rule you want to delete and then click Delete. The selected rule is removed from the table.

Apply Rules Automatically on Creation

Assign rules automatically when a file is created. Select the Apply rules on file creation check box.

1. Click Tools  Administration Vault Settings.
2. In the Vault Settings dialog box, select the Behaviors tab  Rules.
3. In the Assignment Rules dialog box, select the Apply rules on file creationcheck box located in the lower-left corner of the dialog box.

Assign a Rule Set to a Category

You can assign a default rule set to a category, so that it will then apply to files placed in the category.

1. Click Tools  Administration Vault Settings.
2. In the Vault Settings dialog box select the Behaviors tab  Rules.
3. Select whether you want to configure rules for files or items from the drop-down list just beneath the Assignment Rules dialog box title.
4. Select the rule set you want to assign to a category, and then click Edit.
5. In the Edit Rule dialog box, select the category to assign the rule set to, from the Category Assignment list.
6. Click OK.