Create and enable Automation Rules

Note: This article is about the new beta Admin App, which is still in development. Changes may occur. Please provide feedback directly in the beta app.

Maintaining and updating your organization’s content involves many small tasks. By creating Automation Rules, you can streamline these processes, allowing you to focus more on enabling effortless sales and maximizing productivity within your team.

With Automation Rules, you can automate how new asset properties are configured when added to your library. For instance, if a specific file type should always have shareable permissions with enforced page grouping, you can create an Automation Rule. It will apply these settings automatically whenever such a file type is added.

Similarly, Automation Rules can help manage access to assets based on user Course completion. For example, do you have user groups with assigned Experiences that should only be accessed once users have completed the required coursework? Create an Automation Rule to automatically add users who complete certain Courses to the relevant user groups.

Key features

• Automate repetitive, time-consuming tasks
• Set default values for asset properties
• Ensure assets in your Content Libraries adhere to your content governance policies
• Instantly give users access to content when they complete relevant Courses

You need this to succeed

• The beta Admin App enabled
• Feature availability depends on your subscription package

The quick way

1. Open the Rules page from the Automation section in the Admin App Settings
2. Click New Automation Rule
3. Name the Automation rule and configure the trigger event, condition, and actions
4. Arrange the Automation rules in the order in which they should be executed

Do this step by step

• Create an Automation Rule
• View, arrange, and enable or disable Automation Rules
• Edit or delete an Automation Rule
• Review the automation audit log

Create an Automation Rule

To save valuable time, you can automate redundant tasks by creating Automation Rules. You’ll start by selecting an event that will trigger an automated action. Depending on the trigger, you'll select specific conditions and then one or more actions to apply when the conditions are met.

1. Open Settings in the Admin app and select Rules from the Automation section in the left menu.
2. Click New Automation Rule.
3. Type a unique and descriptive name in the Rule name field. The Status defaults to Enabled. Toggle if you want to turn off the rule. Optionally include a Description of the new Automation Rule.
4. Select an event from the Trigger Event drop-down menu that will start the rule’s action(s). Currently, the event options are New File Created or Course Completed.
5. Under Libraries, select the Libraries to which you want to apply this rule. This option is required when selecting Course Completed as a Trigger Event.
6. In the Conditions field, set the parameters required for the actions in this rule to be implemented.
   • Course Completed Conditions: Use the filters to narrow which Courses, when completed, will trigger the action. To make the condition a specific Course, type the Course title in the field. You can also enter a word that Course titles contain.
   • New File Created Conditions: Use advanced filters to target specific assets. Please note that the following attributes are not available conditions: file size, Likes, Views, Comments, or Slug.
7. Select an Action to implement when the event is triggered, and the conditions are met. You can add more than one action. Once you select an action, click Add Action to add another.
   • Course Completed action: Select one or more user groups to add the user to. With related Experiences assigned to the selected user groups, the user will automatically have access to the Experiences after completing a relevant Course.
   • New File Created action: See the table below for available actions.

     New File Created action	Options
     Apply Permissions	Show in Kiosk Mode Can be shared Can be downloaded internally Restrict to PDF Can be downloaded externally Restrict to PDF Global Can be annotated Pages can be separated Page groups are enforced See the asset permissions article for details.
     Apply Tags	Your selected Division Libraries determine the available tags. For example, if your rule applies to all Divisions, you can only choose global tags. If you’ve selected multiple Divisions, you can only choose tags that apply to any of the selected Divisions. Note: Divisions will be renamed Libraries when the Admin App replaces the Online Platform.
     Apply Release date	Select a date to make the asset available to users.
     Apply Expiry date	Select a date to remove user access to the asset.
     Apply Languages	Select one or more languages
     Apply Country or Region	Select one or more countries or regions

8. Optionally check Create another automation rule to start creating a new rule after you save this one. Click Save.

View, arrange, and enable or disable Automation Rules

Rules are executed in the order they appear in this list, from top to bottom.

1. On the Automation Rules page in the Admin Settings, click a rule to expand the row and view the details.
2. To reorder a rule in the list, click and hold the drag icon and drag the rule to a new location. You can also click the three dot menu and select Move up, Move down, Move to top, or Move to bottom.
3. To toggle the rule on or off, click the three dot menu and select Disable or Enable.

Edit or delete an Automation Rule

Customize your Automation Rules to ensure a seamless workflow.

1. Click the three dot menu on a rule row. You can select to edit or delete the rule.
2. Select Edit to open the Automation Rule builder and edit rule settings. Click Save when done.
3. Select Delete to remove the rule from the list permanently. Confirm on the pop-up.

Review the automation audit log

When a rule is executed, it appears on the automation audit log for your review.

1. Select Audit Log from the Automation section in the Settings menu to view a table of executed rules.
2. You can view more information about how the rule was executed by clicking the carat.
3. Click a rule name to view the definition on the Automation Rules page.
4. The potential statuses are Success, Skipped, or Error.