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How to move documents to different spaces automatically?

Camilo
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Sometimes we may need to dynamically route or distribute documents to other spaces. For example, when you need to assign them to other users or simply reorganize them. 

You can make these space movements using the operation Change document to serie available in the Automation tasks Marketplace. 

 

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To indicate to which space a 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. How to move documents from one space to other automaticallY?
  • Moving to a target space depending on the value of a field. We will use this option when there are multiple spaces to which a document may want to be moved.

 

Moving to a target space depending on the value of a field

For example, if your company has different delegations and you want that depending on the value of the Delegation field, the document is moved to the space of the corresponding delegation, you can use this option.

To configure this option, we need two vocabularies or tables in Mastertables and a field in Athento of Mastertables dictionary type.

In the following screenshot, you can see the field we are using in a form to set the company delegation.

Screenshot_2020-06-12_at_09.30.39.png

If you go to the field configuration, you will see something like this:

Screenshot_2020-06-12_at_09.31.56.png

You can get more information on how to configure a Mastertables field from How to configure a list type field to import a Mastertables vocabulary?

The choices imported from the Mastertables list of the example, are the following:

valores-campo.png

In the Values column, there are the internal keys with which we identify the delegations. In the Labels column, there are the names of the delegations that will be those that appear in the drop-down list.

Let now have a look at the second vocabulary or Mastertables list. This Mastertables vocabulary will be used to store 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.

vocabulario-MT.png

In the key, we will use the internal values of the delegations. In the values, we will put the internal identifier of the space, which can be extracted from the URL of the space.

id-serie.png

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:

 

set-up-operation.png

  • Metadata_name: internal name of the field in Athento. 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.

vocabulario-mt-id.png

 

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.

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