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Types of Automatisms

Engracia Villar

Engracia Villar

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Discover the types of automatisms you have at your disposal in Gladtolink

CaptureData automatisms allow you to carry out a wide variety of personalized processes to manage your documents and their workflows. In order to create your use cases, it is necessary to know all the automatisms that you have in Gladtolink.

There are automatisms that create new documents, while others allow you to edit and modify existing documents in different ways: in some ot them you can modify the fields and tags already existing in the document and, in other ones, you can add new tags with new data. There is also a reporting automatism, which allows you to summarize a large number of documents and show statistics about their data.

Multimedia Capture and Upload Local File

Creating Automatisms, if you choose the types of action “Multimedia Capture” and “Upload Local File” it will generate the upload of a photo or document on which you can also fill in information fields. In the case of multimedia capture, the photo can be taken when running the automatism (the automatism itself will open the camera of the device for it) or upload it from the gallery. The action of uploading a local file allows you to upload any existing file type.

Both automatisms allow you to configure one or more tags so that these are linked to the uploaded file/photo and you can fill in the values ​​and form fields for them, at the same time of uploading. In this way you will have the file or photo uploaded to the platform with all the desired information in the assigned tags.

Create PDF by Default or with Template

One of the most common actions at Gladtolink is the creation of  documents. If you do not start from a photo or local file, you must use an automatism to create a document from zero. Here you have at your disposal two actions that allow you to choose tags with fields to fill when executing the automatism. After pressing the “Send” button on the automatism, the document will be created automatically with the information you have filled in the tags. This information may have been filled in manually or automatically, depending on how you have configured the automatism.

The difference between both actions (“Create PDF by default” and “Create PDF with template“) lies in the way they display information in the PDF document. When creating a default PDF, it will show the information of the tag fields not too formatted. In the automatism of creating a template PDF, the tag information will be shown in the sites specified in the template, creating a custom document.

In the following links you can find more information about the types of templates you can make in Gladtolink: PDF templates, XML templates.: PDF Templates, XML Templates.

Create a Document if it does not exist

You have at your disposal two types of action in further automatisms:

 

  1. After looking for a document, one creates a document only if it does not exist (if it exists it will do nothing)
  2. The other option is to create the document if it does not exist or a new version in the case that it already exists (allowing you to change the information on its tags).

Both automatisms need a filter to search for documents with certain characteristics. In addition, it is important that the search returns only one document or none, so that the automatism works correctly. In this way, if the filter returns a document it means that it already exists, otherwise it will mean that the document we want does not exist and will have to be created.

As in most automatisms, you can select and configure tags that will be assigned to the new document you create or to the new version of the existing document. It is important to highlight that in the automatism “Create document if it does not exist or create version of an existing one” when configuring the values ​​of the tag fields, the “Document value” option is available, which allows you to take into account the value that the existing document had assigned. In the case there is no document founded, “Document value” would be the same as “Empty“.

Modify or Delete Data

To manage existing documents you may be interested in having an automatism that shows you “X” quantity of documents, obtained through a customized filter, to be able to modify the data of their tags.

Two types of action of the automatisms, “Modify or delete data” and “Modify or delete data and create new version” allow you to choose one of the documents returned by the selected filter and manually or automatically change the data of its tags, with the difference that the first automatism will overwrite the current version of the document, while the second will create a new version during the process.

These two automatisms allow you to edit the tag fields of the documents returned by the search, regardless of the tags, so it is not necessary to select any tag when configuring them.

Add, Modify or Delete Data choosing Tags

To complete the previous automatisms, there are two more types of action: “Add, modify or delete data choosing tags” and “Add, modify or delete data choosing tags and create a new version“. They also allow you to add additional tags to the documents you modify. If a document already has a specific tag, only its values ​​will change.

These types of automatism actions allow you to apply new tags to documents, in addition to modifying the data of these tags as well as those the selected documents already had.

These two types of automatisms need a custom filter and thet work the same, with the difference that one modifies the current version of the document and the other creates a new version.

Create a Document from another Document

You have at your disposal an automatism that allows you to create a document from an existing one. Its functionality is similar to “Save As” of most computer programs. Starting from an existing document you can create an exact copy of the document (if you don’t modify any field) or modify some fields in the new document.

This type of automation requires a filter and, optionally, a template (if you do not select a template, a PDF will be created by default). In addition, you have to select at least the same tags as in the filter in order to correctly read and edit all the fields present in the original document (which will not be changed). It is possible to add additional tags, if you want to include more information in the copy document.

Data Report

The “Data Report” automation action type is unique and allows you to view data from any number of documents, as well as make calculations and group data with them. For that you will need a custom filter, in addition to having created an export format, which is explained in the following link.

The data report is basically a summary of the data of those filtered documents and a way to graphically view the output of an export without having to download any file.

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