You can automate your actions in the account by setting up automation rules for internal workflows such as moving files to a desired location, tidying up inactive users or contacts, cleaning up unnecessary files, generating activity reports.
This feature is the foundation of automatic file organizing flow. As you use your account to share and upload files, it’s easy to become buried in a sea of files with different names. That is the reason why it is important to keep your account tidy and organise your files by creating folders and putting files inside of them. You can automate the process by using automatic file movement feature. It will take a few minutes of your time to set up a rule that will do it for you.
To move or copy files automatically:
Click on the Add automation button and specify the following:
Automation name - specify the name for your workflow.
Automation name should be very clear and provide a self-descriptive idea about what file operation should be done e.g. Archived files of Company 1. |
Source folder - select the folder from where you are going to move or copy your files.
The Moving of subfolders is supported. |
Include specific files that match certain patterns - you can specify what files should be moved or copied by typing a desired pattern e.g. *.pdf, *company_name*.
pattern: |
Rename moved or copied files - tick to add the date to every containing file.
Quatrix will monitor selected folders and when a file matches your conditions, it will move or copy it automatically according to the created rule.
Delete Files sub-tab allows you to adjust the workflow for automatic deletion of files that are older than a specified period of time.
To add a rule for auto-deletion, follow these steps:
If there is an overlapping of auto-deletion rules, the rule created first will apply. |
Your added rules will be displayed in the list and will contain brief information about the adjusted deletion. All your listed rules can be easily managed by ticking the check box next to the rule and selecting an appropriate option from the top menu. You can edit, delete, activate or deactivate auto-deletion rules. The edition of the rule presupposes the change of previously specified settings. If you delete the rule, it won't be either available or applicable. The deletion cannot be restored back.
To make the rule inactive, click on the Deactivate icon and this grays the rule out in the list. Whilst the Activate icon allows to turn the rule on again.
Users can activate or deactivate several automation rules at the same time by using corresponding icons from the top or right-click menu. |
In case where many users share a common account it is always advisable to delete inactive users on a regular basis in order to control the appropriate usage of user licenses.
To automate the process of cleaning up inactive users from your Quatrix account, follow the steps below:
Move Home Folder to - select the administrator for moving files and folders of deleted users to a special folder called “Removed User Homes”. Each administrator of the system may have such a folder if automated user deletion is targeted to them.
This folder is automatically created the first time this operation is run for the specified administrator. You can then further manage the data manually, or automatically using internal workflows features.
The more you share with new recipients, the more contacts you have in My Contacts list. Our system automatically creates contacts for every new recipient of the share. It could be overwhelming to have a large amount of contacts in the account. To address this, we would recommend to configure automatic deletion of contacts that would allow you to filter out inactive, outdated or otherwise unnecessary contacts without having to remove them manually.
You can configure automatic contact deletion on the Automations → Internal Workflows → Delete Contacts sub-tab.
Generate Activity Reports sub-tab provides a possibility to automatically receive logs in CSV format (a comma-separated values file that allows data to be saved in a tabular format) with the account activity on a regular basis.
The automation rules created by the owners cannot be updated or deleted by the administrators. |
To add a rule, follow the steps below:
The logs will be stored in your specified folder in CSV format and sent to the listed recipients in the email notifications.
If you would like to retrieve a log for the past period, go to the Activity Log tab and manually generate a report there. In order to save your time in future, adjust the rule with the above instructions and receive required logs with the specified frequency.