Edit Filing Rule

Accessing this Interface

From the 'Edit Rule' portion of the Incoming Filing Rules interface, select the 'Edit Rule' option.

Interface Overview

Use this interface to establish and/or edit Incoming Filing Rules filters and set up notifications.

Interface Breakdown

The statement our system will use to implement your filing rule is If 'filters' then 'actions'. In the example below, we will set Filter = 'document code contains 4HELP', and Action = 'notify usertest', and move to the 'Help Documents' drawer in the Filing System 'System' cabinet. So our rule will find all documents with document code '4HELP', notify user test, and move the file to our Help drawer automatically. Pretty neat, right?


The first thing you see when you access this interface:

Adding a New Rule

Filters

The first thing you need to do is define some document filters. This will inform the system about which documents to apply your rule to.

Filter Field Explanations

Target Field - Either 'Title' or 'Code'. These values are defined when you add a document in the Manage Library interface.

Comparison Field - This value instructs our system on how your would like your Target Field compared to your 'Pattern'. Choose one of the following:


  • Equals - Target Field 'equals' pattern specified.
  • Doesn't Equal - Target Field "doesn't equal" pattern specified.
  • Greater Than - Target Field 'is greater than' pattern specified.
  • Less Than - Target Field 'is less than' pattern specified.
  • Contains - Target Field 'contains' pattern specified.
  • Doesn't Contain - Target Field 'doesn't contain' pattern specified.
  • Matches Regex - Regex is tech slang for Regular Expression and is an advanced concept. It is recommended that you enlist the assistance of your IT department when dealing with rules that act upon the 'Matches Regex' comparison operator.

Pattern Field - This is a value defined by you. Numbers, letters, symbols, or both. This value is whatever you want to compare your target field too.

In this example our Filter will be Code Contains 4HELP (You should be aware that we have a document entitled 'Instructional Form' with a '4HELP' code in our document Library.)

Actions

Once you've added your filter(s), select the Actions tab to move to the Actions portion of the interface.

Use the Actions portion of the interface to set the actions your rule will perform once a document has been identified based upon the filters you have defined.

Setting the Notification Action

Select the Notification icon to access the User Search interface, which will allow you to search for C2C users you would like to receive notifications based on your rule definitions.

Setting the 'Move To' Action

Select the 'Move To' icon to access the Filing Folder Search interface, which will allow you to search for and select a destination file to move a document to based on your rule definitions.

Setting the 'Copy To' Action

Select the 'Copy To' icon to access the Filing Folder Search interface, which will allow you to search for and select a destination file to copy a document to based on your rule definitions.

Once finished, you will notice that the Actions portion of the interface contains both the 'notify' and 'move' actions with a person specified to notify and and place specified to move the document that is defined in the Filters portion of the interface as a document.code containing the 4HELP pattern.

Notice

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Our operator specifies any document code 'containing' our pattern. This could result in unwanted results if you have another document containing this particular string of data, i.e. 4HELP1, 4HELP2, etc... A more predictable outcome can be forced by choosing the = operand, which would force an exact pattern match. This is something you'll have to consider before creating your new rule(s).

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