Paperlogix Workflows and Rules

Paperlogix automation gives you the ability to perform common actions automatically using workflows and rules. For example, you can use automation to organize documents, rename, move, or upload to cloud services.

Workflows

Workflows are a powerful way to automate common actions. You can trigger workflows manually, or from any Paperlogix rule.

For example, you might create a Workflow which renames a work-related document, moves it to a folder, and uploads it to a Cloud Service.

How they Work

Each workflow has a unique name that you provide. When you invoke the Workflow action for one or more documents, you’ll be presented with a list of your workflows to choose from.

Workflows can also be triggered by rules, enabling you to reuse common workflows for multiple rules.

Text Rules

Text Rules are a powerful way to automate your scanned documents. A text rule triggers actions when the textual content of a scanned document matches specific keywords or phrases.

For example, you might use Text Rules to automatically organize and archive scanned receipts based on a store name contained in the receipt text.

How They Work

Text Rules are checked by Paperlogix whenever you create a new document, move a document to a folder, or tag a document.

When creating a Text Rule you can choose between three options:

Anywhere, will apply to documents located in any folder In Folder, will apply only to documents in a specific folder With Tag, will apply only to documents having a specific tag

Keywords and Phrases

The heart of a Text Rule is the list of keywords or phrases that trigger the rule. This is simply a space-separated list of keywords or phrases. For example:

coffee cafe "mocha latte"

This Text Rule will be triggered for documents containing the text “coffee”, or “cafe”, or “mocha latte”. Notice that quotes are used to signify multi-word phrases.

You can also choose whether text matching is Case Sensitive, and whether it should match Whole Words Only.

Created Rules

Created Rules provide a way to trigger actions whenever any new document is created.

For example, you might use Created Rules to automatically upload all new documents to your favorite Cloud Services for backup purposes.

How They Work

Created Rules are invoked by Paperlogix whenever you create a new document. They are always invoked, regardless of the folder in which the document is created.

If you wish to perform actions when documents are created in a specific folder, or with a specific tag, see Folder Rules and Tag Rules.

Folder Rules

Folder Rules are a convenient way to automatically perform actions when a document is added to a particular folder within Paperlogix.

For example, you might use Folder Rules to upload documents to your favorite Cloud Service when they are drag-and-dropped into a particular filter.

How They Work

Folder Rules are checked by Paperlogix whenever you create a new document, or when you manually move a document to a folder. If the destination folder matches the specified folder then the rule will be triggered.

Note that Folder Rules are not triggered by automation actions which move documents.

Tag Rules

Tag Rules are a convenient way to automatically perform actions when a particular tag is added to a document.

For example, you could use Tag Rules to automatically rename documents, or to invoke workflows.

How They Work

Tag Rules are checked by Paperlogix whenever you create a new document having an initial tag, or when you manually add a tag do a document. If the added tag matches, then the rule will be triggered.

Note that Tag Rules are not triggered by automation actions which add tags.