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Chapter 6 - Actions

Actions - Introduction

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Actions - Setup

To manage Actions, log into the admin tool and navigate to Actions & states.

Adding a new Actions Template

To add a new Actions template, click "Add action".

Action Add New

Enter the name of the action, then choose the system type from the dropdown.

Note: for many Triggers, the settings match what is seen below and are considered standard. 

Action Add New2-1

  • Name - Action name
  • Execute with state - ???
  • Trigger - See Trigger Table below for complete list of all triggers
    • Propagation - allows circulation of executing actions
    • Break - ???
    • Execute once - prevents circulation of executing actions
  • Lock proof - this setting will only appear for triggers pertaining to proofs
    • Lock proof - when this action runs, it will lock the proofs
    • Unlock - when this action runs, it will unlock any lockedproofs
    • Unchanged - when this action runs, the proof will not be touched (neither locked or unlocked)
  • Action - See Actions Table below for complete list of all actions

Triggers

A trigger is essentially the event that executes an action.

Name Description Settings
Check project files ??? Check Project Files
Check uploaded files ??? Check Uploaded Files
Conflict on deadline A deadline conflict occurring at any step of the workflow Standard settings
Conflict on decision A decision conflict occurring at any step of the workflow Standard settings
Download original file   Standard settings
Export PDF Exporting a PDF from the Project Dashboard.

Export PDF
Standard settings
Flow Makes the action eligible to be added to a step in the workflow Standard settings
Form field Makes the action eligible within a Metadata Button Type Standard settings
Invitation Anytime a task is sent at any step of the workflow. Standard settings
Invitation answer

Specific answer to a named task.

In the example at right, the action will trigger when a user chooses the "Approved" decision button in the "Sample - Internal Review" task.

Invitation Answer
Project approval

When set to "Approve", the action will trigger when the project is approved.

When set to "Reject", the action will trigger when the project is rejected.

tion

Project approval
Project Deadline

The Reference date can be set to either:
1) Deadline
2) Project Creation

The Comparison date setting is based on the Reference date selection.

Project deadline
Project delete At time of project deletion. Project delete
Project empty At time of project creation, before any workflow tasks are sent. Standard settings
Project lock

When a project is locked (read-only). 

* The ability to lock and unlock projects has not yet been implemented.

Project lock
Project state ??? Project State
Project unlock

When a locked project is unlocked. 

* The ability to lock and unlock projects has not yet been implemented.

Project unlock
Project version

When a new proof version is added to a project.

Selecting 0 for the "Version" setting will trigger the action for each version added. Selecting a specific number will trigger the action only when that version number is added.

Project version
Proof approval

When a proof is approved.

When set to "Approve", the action will trigger each time a proof within the project is approved.

When set to "Reject", the action will trigger each time a proof within the project is rejected.

RAZ - French for "reset"

Proof approval
Proof lock

When a proof is locked (read-only). 

* The ability to lock and unlock proofs has not yet been implemented.

Proof lock
Proof note add

Adding a Note.

The action will trigger each time a Note is added to a proof within the project.

Proof note add
Proof note resolved

Resolving a Note.

The action will trigger each time a Note within the project is resolved.

Standard settings
Proof note tag add

Adding a Note Tag.

The action can be set to trigger on the addition of any tag, or a Specific tag.

Proof note tag add-2
Proof note tag delete

Deleting a Note Tag.

The action can be set to trigger on the deletion of any tag, or a Specific tag.

Proof note tag delete-1
Proof note unresolved

Unresolving a resolved Note.

The action will trigger each time a resolved Note within the project is unresolved.

This trigger limits the action to run only on unresolved notes containing any tag, or specific tags.

Proof note unresolved
Proof unlock

When a proof is unlocked (read-only). 

* The ability to lock and unlock proofs has not yet been implemented.

Proof unlockd


Actions

     
Activate hot folder Unpauses the hot folder Activate Hot Folder
Activate note tool If disabled, enables Note Tool Note Tool in the Proof Review Interface. Activate Note Tool
Activate note view only ??? Activate Note View Only
Add note

Adds a Page Note to every page of the proof.

Read only - No Comments or no comment edits

Do not duplicate this... - if the action runs again, a Page Note will not be added to proofs that already contain the note from previous execution(s) of the action.

Add Note-1
Add proof to section

Adds or moves project proofs to a specified section.

Select an existing static section from the Section dropdown list or create a new Section by inputting the Name and choosing the Section color.

Set to either add or move proof files within the project to the selected Section.

Add Proof to Section-1
Add section

Adds a Section to the project. 

Select an existing section from the Section dropdown list or create a new Section by inputting the Name and choosing the Section color.

The regular expressions for existing sections are displayed below the Section name.

Add Section
Add tag

Adds Tag(s) to the selected Target(s).

More than one Tag can be added. For example, to add a Project and Note Tag, tick the "Project" and "Note" checkboxes. Click "Select tags" to choose the specific Tag(s) to be added.

Add Tag
Approve project Project status will be set to "Approved". Approve Project
Approve proof

Proof status will be set to "Approved" for all proofs.

Approve proof
Archive project Changes the project status to "Archived".  Archive project
Callback URL

Makes an API call to an external system.

Callback url
Change deadline date

Changes the project deadline:

  • Deadline +: select the number of days and/or hours to extend the existing project deadline
  • Execution date +: This setting is based on the Project Creation date. Select the number of days and/or hours from the Project Creation Date to set the Project Deadline. 
  • Date: explicitly choose the date and time to set as the project deadline
Change deadline date
Change project color

Changes the project color label seen in the "Project name" column of the Home and Projects Dashboard. The default color is black.

Project Color

Click the color picker to either input a hexadecimal value or choose a color from the palette.

Change project color-1
Change project schema Changes the project schema to the one selected from the dropdown list. The project schema can also be changed to a metadata key that contains the name of schema. Change project schema
Change project state ??? Change project state
Change proof CHANGED status

???

 

Change proof CHANGED status
Clean project

All tasks (completed and active) and all Notes are deleted. 

Choose "Self" to target the project to which the action is added or another project from the dropdown list.

Clean project
Copy original files   Copy original files
Create project

Creates a new project.

  • Project type - choose project type from the dropdown list
  • Regular expression - ???
  • Project name - input the name of the new project. You can invoke internal tags and other metadata keys into the name.
  • Path - ???
  • Copy files from project - all files from the existing project will be copied into the new project.
  • Copy metadata - all metadata keys (including values) from the existing project will be copied into the new project.
  • Create new project - launches new project 
  • Create/Update existing project - ???
  • Create/Override existing project - ???
Create project
Deactivate hot folder Pauses the hot folder Deactivate hotfolder
Deactivate note tool If enabled, disables Note Tool Note Tool in the Proof Review Interface. Deactivate note tool
Deactivate note view only ??? Deactivate note view only
Delete all sections Removes all sections in the project, but not the proofs within them. Delete all sections
Delete original files Deletes all original files added to the project. Delete original files
Delete project

In the first setting, choose"Self" to target the project to which the action is added or another project from the dropdown list.

Next, choose deletion type:

  • Delete whole project: wipes entire project from the system
  • Delete all zoom level: deletes the high rez deep zoom files
  • Delete all zoom level and thumbnails: deletes the high rez deep zoom files and proof thumbnails
  • Delete all zoom level, thumbnails and previews: deletes the high rez deep zoom files, proof thumbnails, and project preview image
Delete project-1
Delete tag

Remove existing Tag(s).

More than one Tag can be removed in this action. For example, to remove a Project and Note Tag, tick the "Project" and "Note" checkboxes. Click "Select tags" to choose the specific Tags to be removed.

Activating the "Delete for all users" settings will remove Tags added by other users.

Delete tag
Edit metadata

Choose the metadata key to edit from the "Select metadata" key" dropdown list next to the "Key" field.

In the "Value" field, input the value the selected metadata key should contain. You can invoke internal tags and other metadata keys into the value.

Check "Evaluate metadata" to allow PHP code in the "Value" field.

Edit metadata
Email

Send an email to one or more recipients.

  • To users: all project users
  • To all users: all system users
  • To emails: either manually input email address(es) (separate multiple emails with a comma) or set to a metadata key that contain an email address(es).

Input "Email subject" and "Email content". Metadata keys and internal tags can be invoked into both fields.

Email
Execute script Runs the script specified in the Script path field. Execute script
Expire invitations

Expires all active tasks based on the selected sender:

  • Current user: task recipient ???
  • User: ???
  • All users of the project: ???
  • All users: ???
  • Similar Task: ???
  • Description: ???

To better understand this action, what was the use case that prompted the creation of this action?

Expire invitations-1
Export report Exports the report selected in the "Report" dropdown list in the format selected in the "Output format" dropdown list. Export report-1
Hold flow

Pauses the workflow by deactivating the "Flow enabled" setting in the project config.

Tested unsuccessfully on Training as a Flow Input action - Project 1895. Not sure if the definition above is the expected behavior.

Hold flow
Http request Sends a web request and stores the return value(s) in a metadata field. Http request
Move notes

Makes Notes visible to schema groups.

Select whose Notes should be moved from the options in the "From" dropdown list:

  • Trigger: ???
  • User: ???
  • Group: ???
  • Project managers group: ???
  • All users: ???

Select to whom the Notes should be moved from the options in the "To" dropdown list:

  • Project managers group: ???
  • User: ???
  • Group parent: ???
Move notes
Move original files

Moves original high rez files added to the project to a specified folder in the project.

  • Regular expression: determines (filters)  which file(s) to move
  • Folder: ???
  • Folder name: ??? There are three internal tags available to invoke into this field.
Move original files-1
Move tree Moves the project to a specified folder in the project tree. Move tree
RAZ project Reset project. RAZ project
RAZ proof Reset all proofs in project. RAZ proof
Reject project

Project status will be set to "Rejected".

Reject project
Reject proof

Proof status will be set to "Rejected" for either all proofs or only those not approved.

Reject proof
Release flow Unpauses workflow by re-enabling Flow setting in Project config??? Release flow
Rename project

The project name is changed to what is set in the action.

Internal tags and metadata key values can be invoked. This example uses a combination of both - the existing project name [job_name] and a metadata key [Reference_ID_key] value.

Rename project-1
Reset project

All tasks (completed and active) and all Notes are deleted. The files are reprocessed and proofs recreated. The workflow returns to the first step of the Flow and sends the task for that step.

Choose "Self" to target the project to which the action is added or another project from the dropdown list.

Reset project
Restore project Changes an Archived project to an Active project. Restore project
Send notifications

Executes pending actions in a project which is otherwise done manually via Commit Action Button-2  in the Proof Viewer.

Note: applies only to Project Configs where "Hide commit action button" is unchecked within "Project Options".

Send notifications
Send project export PDF

Send project export PDF as an email attachment or save to either the Project Drive or Project Proof folder.

Filter proofs to include the exported PDF by proof status(es), and Tag(s). Set other Options as desired. "Include summary" will include Project, Proof, and Section Tags.

Email settings:

  • To users: all project users
  • To all users: all system users
  • To emails: either manually input email address(es) (separate multiple emails with a comma) or set to a metadata key that contain an email address(es).
  • Customised ... : set custom message in email via either manual input or selecting a metadata key that contains the message.

Drive settings:

  • PDF name: Input the name of the PDF. Metadata keys and two internal tags are available to invoke into this field.
  • Folder: select the Drive folder into which the PDF should be saved.
Proof folder settings:

  • PDF name: Input the name of the PDF. Metadata keys and two internal tags are available to invoke into this field.
  • Project regexp: using a regular expression, add the PDF to multiple project Proof folders.
Send project export PDF-1
Send project history by email (CSV)

Send project history as an email attachment (CSV format)  to one or more recipients.

  • To users: all project users
  • To all users: all system users
  • To emails: either manually input email address(es) (separate multiple emails with a comma) or set to a metadata key that contain an email address(es).

Input "Email subject" and "Email content". Metadata keys and internal tags can be invoked into both fields.

Send project history by email (CSV)
Send review task

Sends existing review task to a specified email address(es).

Task - when the action is added to a workflow step, the task set for that step will be available in the Task dropdown list.

Hold - prevents immediate release of the task requiring the manual release of the task.

To emails - input email addresses via either manual input or selecting a metadata key that contains the email addresses.

Batch Multiple - ???

Note: this action is only compatible with the Flow trigger

Send review task
Send to FTP All project files sent to the specified FTP location. Send to FTP
Send upload task

Sends existing upload task to specified email address(es).

Task - choose the upload task from the dropdown list.

Hold - prevents immediate release of the task. Requires manual release of the task.

To emails - input email addresses via either manual input or selecting a metadata key that contains the email addresses.

Batch Multiple - ???

Note: this action is only compatible with the Flow trigger

Send upload task-1

 

 

Actions - Advanced Setup

Introduction

In the Project Types "Advanced Setup," we will walk you through all of the available options for Project Types.

 

Something

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