Rules and folder actions
Files that tag, move and assign themselves; one-click buttons on folders; bills, expenses, tickets and tasks made from files; keep-for rules.
Rules
A rule runs by itself on new files in a folder. Rules come with Professional and up. Admins and Managers set them up in Automation > Rules & folder actions.
A rule has:
- When - a file is added to a folder (uploaded, emailed in, sent through a link or a request), optionally only files of a type, with a word in the name, or with a tag.
- Then - one or more steps: add or remove tags, move to a folder, give an activity to someone, or ask Documents to read its details.
Example: "When a PDF arrives in Bills inbox: tag it Bill, read its details, give Arjun an activity to check it."
Folder actions
A folder action is a button on a folder that does several steps at once on the files you select - for example Mark paid: tag Paid, remove To pay, move to Bills > Paid. Make them in the same place as rules, then choose them from the folder's menu or the selected files' menu.
Make records from files
From Standard, one click turns a file into a record in your other Ellibo apps, with the file linked to it:
- a bill or an expense in your books,
- a ticket in Helpdesk,
- a task in Projects.
You see only the apps your business uses and your role allows. For a bill, Documents reads the date, bill number, amount and GSTIN from the file's text and fills them in for you to check. See Scan and read files.
Keep-for rules
On Business, keep-for rules look after old files for you. In Automation > Keep-for rules, choose a folder or a tag, how long to keep files, and what then happens: move to the trash or delete for good. The rules run by themselves.
Use them for papers you must keep for a set time and then get rid of. Check your local rules for how long each kind of paper must be kept.