How to create a timed content rule in DocuShare Flex
Note: This applies to DocuShare Flex.
Note: You must be logged in as a Coordinator.
A timed content rule is a bit different than a normal
content rule because it runs a query then applies the action to everything it finds
in the query.
An example of a timed content rule created to notify someone
via email if a document is going to expire is provided below.
Expiration date must already be set in the
Select the object you would like to create the
content rule (in this example we selected a folder).
Click the More Actions button, (three
dots) next to the folder name.
Select Settings and then Content Rules.
Select Add Content Rule button.
Step 1: Name add describe the
In the Title field, give the Content Rule
a Title (required).
(Optional) Enter a Summary and Description.
Place a checkmark in the checkbox labeled Enabled.
(If not already selected)
Step 2: Choose the objects to
monitor for an event. Select any optional conditions and then choose the event
Section 1: Choose with objects to monitor.
From Event Scope, choose an event on
any of this object’s contents.
From Filter contents by type, select Search
all object types.
Section 2: Select additional conditions for the
monitored objects (optional)
In the Narrow results by date, choose Expiration
Date under Common Properties in the drop-down menu.
Select Before under Relative date
in the drop-down menu.
Next to days, type the number of days
desired. Example, 1 day(s).
Section 3: Choose the monitored event.
Under the Date Events section, place a
checkmark in the checkbox labeled A certain date or time.
If you click [Options], another window
will display allowing you to adjust the Time that the Content Rule is triggered
you can also set a date for the content rule to be triggered. If selecting the
Repeat option, you will have additional options for how often you would like it
triggered, and when to stop and start the reoccurrence. If you make changes on
this screen click Save.
For example, you might want to have the following settings:
Time: set to 1 AM
Date: set to repeat daily
Every # of days set to 1
Start of reoccurrence set to today’s date and
the End of Reoccurrence set to No end.
Step 3: Set up the rule actions that
are triggered by the event.
Click Add Action button, the Add/Edit
Action window will display.
From the Action Settings, enter the email recipient
or recipients (if separated with a semicolon) in the To: field.
(Optional) Add addresses to the CC or BCC field.
Place a subject in the Subject: field
(this will be the subject of the email that is sent).
In the Body: field type a message that
will be displayed in the body of the emails that are sent.
From the Send/Attachment Options section,
select send option as a link (append to the end of the message body, if
applicable). If a different option is more applicable in your environment,
you can choose another option.
From Affected Objects section, select the
Object(s) the even was detected on.
Step: 4: Review the content rule
and select completion options. When finished, click Done.
You should then see a summary displayed, review
the options you picked, to verify they are correct.
In the Unsuccessful Completion Action
(Optional) section, select Email.
Then add recipients to the To: field (
(Optional) Add recipients to the CC and BCC field.
Enter a message into the Body section. (This
would be for a failed content rule)
Then click Done.
April 29, 2020
Solution ID: 2030