Automate rename, move and delete

Add a File action box to a saved workflow and select Rename, Move or Delete. Connect both Success and Failure. These are automatic actions without participants or due-date tasks.

Give automated changes an explicit success path and a useful failure path. Select image to enlarge.

Rename

Use a fixed name, a metadata value, a document-data value or a template. For example:

Invoice-{{metadata.invoice_number}}-{{data.supplier.name}}

Templates also support {{form.field}} and {{document.name}}. Nested paths and array indexes can select scalar values. Missing, blank, object or list values take Failure. Keep file extension is enabled by default. The final name is limited to 255 characters; a conflicting existing name takes Failure.

Move

Choose the destination with the folder picker. Moving preserves the document ID, versions and history. Check the destination's access policy and business purpose. A missing/deleted destination or same-name conflict takes Failure.

Delete

Delete moves the document to Trash, retains versions for restoration and revokes outside links. Its Success connection must go directly to End, and the Delete box must be alone in its stage. Route Failure to a review path where appropriate.

Delete is terminal for the workflow. Ordinary interactive deletion of a document instead cancels its active workflow.

Operational rules

A file checked out by anyone makes all three file actions take Failure. Metadata and corrected extraction data are read when the action's stage opens. A returned route can repeat Rename or Move using the data available then.

These saved-workflow actions run as configured automation and are attributed to the sender. Ad hoc runs containing them require administration access. Test conflicts, missing values and check-outs as well as successful changes; use the timeline to verify the actual result.