Sometimes we may need to move or distribute to other spaces the documents that enter a given space, for example, when we need to assign them to other users or simply catalog or reorganize the documents.
We can make these space movements using the operation
to serie available in the Operations Marketplace.
To indicate to which space the document should be moved, we have two options:
- indicate a specific space. This can be done from the configuration parameter
Serie. The internal name of the space must be indicated here.
- make the movement to a space depend on the value of a field. We will use this option when there are multiple spaces to which a document may want to move.
Make movement into a space depend on the value of a field
For example, if our company has different delegations and we want that depending on the value of a Delegation field, it moves to the space of the corresponding delegation, we will use this option.
To configure this option, we need two vocabularies or tables in Mastertables and a field in Athento of Mastertables dictionary type.
Next we see the Athento field.
If we go to the field configuration, we will have something like this:
You can see more information on how to configure an MT type field from: How to configure a list type field to import a Mastertables vocabulary?
In the vocabulary values that are imported from Mastertables, we will have something like the following screenshot:
In Values we will have the internal keys with which we identify the delegations and in Labels, there will be the names of the delegations that will be those that appear in the drop-down list.
Let us now look at the second vocabulary of Mastertables. The Mastertables vocabulary will be used to house the equivalences between the spaces and the values that the drop-down field can take.
An example of the vocabulary structure can be seen in the screenshot.
In the key, we will use the internal values of the delegations selectable and in the values, we will put the internal identifier of the space, which can be extracted from the URL of the space.
Thus, when we execute the operation, if the user selects "Madrid" as the Delegation, the field will take the value 1 and our automation will search in the dictionary of pairs or equivalences, the identifier of the space that coincides with the value 1 and will move the document there.
The configuration of the operation in this case should be carried out as follows:
Metadata_name: internal name of the metadata. It can be copied from the field actions.
values_series_map_mastertables: Internal identifier of the equivalence vocabulary in Mastertables. This value can be found in the API option of the MT vocabulary.
How can the operation be used?
The operation can be used from lifecycle states or after document validation. It can also be used in other parts of the processing in case the space to which the document is to be moved is always the same.
Move related documents as well?
If you need to move the related ones as well, there is an extra parameter that you can configure:
change_related: will take the value 1 in case it is required to move the related ones.