When you're setting up a rule in SkyVault Share there are lots of default actions available.
Selected actions are performed on files that meet the criteria of the event and
conditions that you've selected.
Actions don't apply to files in subfolders, unless the Rule applies to
subfolders option is selected before a rule is created.
Note: Additional rule
actions are available with modules such as SkyVault Records Management, or if they've been set
up by your SkyVault administrator.
| Action | What the action does |
|---|---|
| Execute script | Runs a custom JavaScript script from the Data Dictionary/Scripts folder. There are a number of sample scripts available. The list can vary depending on how SkyVault Community Edition is configured for your organization. |
| Copy | Creates copies of files in the location of your choice. Select the additional Deep Copy option if you want to also copy sub-folders and their contents. |
| Move | Moves all files and subfolders to the location of your choice. |
| Check in | Files that are currently checked out will be checked in. For example, they will be checked in before being moved to another folder. Select Options to choose whether they will be checked in as minor or major versions. |
| Check out | Checks out files automatically, with a working copy created in the location of your choice. |
| Link to category | Links files or folders to a category of your choice, such as a region or classification. See Tagging and categorizing content for more. |
| Add aspect | Adds a property aspect to files, to give it additional behaviours or properties. See About Aspects for more. |
| Remove aspect | Removes a property aspect from files, to remove functionality or properties. See About Aspects for more. |
| Add simple workflow | Adds files to a workflow. By default there is an approval task. You can also click to
add a reject task. Note: You can click on Approve and
Reject to rename the steps and to select a location to
copy and move approved/rejected files to.
See Tasks and workflows for more. |
| Send email | When files and subfolders are added you can select to send notifications by email. Click Message to select recipients and add the message of your choice. |
| Transform and copy content | When applicable, add copies of files, in the format of your choice, to another location. For example you can generate a copy of a Word document in PDF format in a different folder. |
| Transform and copy image | When applicable, add copies of image files, in the format of your choice, to another location. For example you can generate a copy of a GIF file in PNG format in a different folder. |
| Extract common metadata fields | Embedded metadata is extracted from files and added to the file properties. Microsoft Office document properties, LibreOffice, and a number of other formats are supported. |
| Import | ZIP and ACP files are automatically unpacked. Select a location where the unpacked files will be placed. |
| Specialise type | When applicable, changes a file's content type. For example, changes a standard file into a policy document and adds the appropriate metadata for that content type. See Changing the content type for more. |
| Increment Counter | Automatically increments the value of a number (integer) property. This will generally only be used by SkyVault administrators. |
| Set property value | Select a property and then enter a default value. Files with that property will have it changed to the entered value. |
| Embed properties as metadata in content | Embeds file properties directly into the binary file as metadata. The information contained in those files can help in searching and workflows. |