Automatically Trigger Reviews from Files

Project administrators can create review auto-triggers to automatically initiate reviews when specific file actions or file attribute actions and their conditions affect folders with an auto-trigger applied.

• Create Review Auto-Triggers
  • Basic
    • Trigger and Condition Logic
    • Failure Cases
  • Triggers
    • Trigger actions
    • Applied folders
  • Conditions
  • Actions
• Review Auto-Trigger Details
  • Create review auto-trigger
  • Apply existing review auto-trigger
  • Edit
  • Remove
  • Delete

Create Review Auto-Triggers

Project administrators can create review auto-triggers either from the:

Review auto-triggers tab in settings:

1. Click Settings.

2. Click Review auto-triggers.

3. Click Create review auto-trigger.

   

Review auto-trigger details panel:

1. Either:

   • Click the More menu of the relevant folder in the folder tree; or
   • Right-click the relevant folder in the files list; or
   • Select the relevant folder in the files list and click the More menu in the action bar.

2. Click Review auto-trigger details.

3. Click Create.

4. Click Create review auto-trigger.

   

   This accesses the creation workflow which is split into four sections:

   

Basic

Enter a unique name for the review auto-trigger which is a maximum of 255 characters. This is a required field.

Trigger and Condition Logic

The details of how triggers and conditions work together to successfully create a review are listed below.

Failure Cases

• Without any conditions, any selected trigger action will create a review.
• For attribute changes, the review only triggers on actual value changes.
• Multiple auto-triggers can exist on the same folder.
• The system will only create one review per triggering event, even with multiple matching conditions.

Triggers

You can select one or more file actions and file attribute trigger actions and the folders which are affected by the triggers. You can select triggers with or without conditions.

Trigger actions

Click the Trigger actions field and choose one or more of the file actions as required.

Files actions

• Upload files
• Copy files
• Move files
• Rename files
• Close review

File attribute actions

This section lists custom and naming standard attributes in the project. You can select one or more attributes to automatically trigger a review when the selected attribute values are edited.

Applied folders

Click Select folders.

1. Select the folders that you want the review auto-trigger to apply to.

2. Click Select.

   Note: This section will automatically list the selected folder if the review auto-trigger is created from the Review auto-trigger details panel.

Conditions

By default, no conditions are added. This means that any of the selected trigger actions will start a review in the selected folders.

A condition consists of three parts; an attribute, operator, and value. For example:

1. Click

   You can add an attribute to a condition using:

   • System attributes: You can select File type, Review name, Review status, Description, and Updated by system attributes.

     

   • Custom attributes: You can select custom attributes except date type attributes and text field attributes set as character type numeric.

   1. Click the drop-down and select a system or custom attribute as necessary.

      When you select an attribute, the operator field will display.

   2. Click the operator drop-down and select an operator from the following.

      

      When you select an operator, the value field will display.

   3. Click the next field and either enter a value if the attribute is a text field type, or select a value if the attribute is a drop-down list type.

   4. Add more conditions as necessary.

Actions

1. Select the desired review approval workflow.

2. Enter a title for the review.

3. Enter any notes for the review as necessary.

   Note: The member who triggers the approval workflow (for example, they upload files or change attribute values to match the trigger conditions) will be the initiator of the review even if they do not have initiator permission for the selected approval workflow.

   Once the review auto-trigger workflow is created, it will display in the Review auto-triggers tab in settings, and for the relevant folder in the Review Auto-Trigger Details panel.

Review Auto-Trigger Details

You can select a folder from the Files tool and use Review Auto-Trigger Details to view the names of the review auto-triggers applied to that folder.

Project administrators can also create, apply, edit, remove, and delete review auto-triggers from the Review Auto-Trigger Details panel.

To access Review Auto-Trigger Details:

1. Click the More menu of the relevant folder.

2. Click Review auto-trigger details.

   

   This opens the Review Auto-Trigger Details panel:

   

Create review auto-trigger

1. Click Create.
2. Click Create review auto-trigger from the drop-down list.
3. Follow the steps listed in the previous Create Review Auto-Triggers section.

Apply existing review auto-trigger

Project administrators can apply an existing review auto-trigger to the current folder.

1. Click Create in the Review auto-trigger details panel

2. Click Apply existing review auto-trigger from the drop-down list.

   

3. Select an existing auto-trigger to apply to the folder.

   

4. Click Apply.

Edit

Click the More menu next to a review auto-trigger to view the menu options.

You can edit a review auto-trigger which is applied to the current folder.

1. Click Edit.
2. Edit the review auto-trigger as necessary. See previous Create Review Auto-Triggers section for details.
3. Click Save.

Remove

This removes the review auto-trigger from the current folder only. A project administrator can apply the review auto-trigger again to the folder later if necessary.

Delete

Project administrators can delete a review auto-trigger either from Review auto-triggers settings, or from the Review auto-trigger details panel.