Automations let you automatically apply folder templates, send notifications, kick off workflows, push data to external systems, and add timestamps to PDFs based on actions that happen in your Revver account. This article covers each automation type available in the Automation tab and how to set it up.
Required Permissions
To access the Automation tab, you need a full user license and the 'Automation' feature enabled on your account. With that feature enabled and at least View item permissions on the item where you want to add Automations, you can create, edit and delete your own Automations and view the Automations others have created.
However, creating a few Automations require additional item permissions or enabled features:
Apply Folder Template: Since this automation creates new subitems in a folder, you’ll also need at least Edit item permissions. Also requires the Create and Modify Structure feature to be enabled.
Start Workflow: This also requires the Workflow feature to be enabled. You’ll also want to make sure that for any actions your Workflow is set up to take on your behalf, your user has the item permissions to accomplish to avoid the Workflow from erroring.
Apply PDF Timestamp: Since this automation will make an annotation on a PDF, you will need to have Edit item permissions on the contents of the folder.
With the new Automation Management feature enabled and at least View item permissions on the item, you are able to create, edit and delete any Automations on an item, including any you have made or that others have made. For all Automations except Apply Folder Templates, you’ll also be able to edit and delete Automations created by any other user.
Where Automations Are Available
The Automations you can add depend on where you're adding them:
On a cabinet, drawer, or folder: Apply Template, Notify, Start Workflow, Create Webhook
On a file: Notify, Create Webhook
Create Webhooks, Notify, and PDF Timestamp (depending on the settings you choose) automatically apply to subfiles and folders within the location you added them to. Apply Template and Start Workflow do not inherit down in this way.
How to Add an Automation
Step 1: Navigate to the Automation Tab
Select the cabinet, drawer, folder, or file you want to add an automation to, then open the automation tab in the document actions area on the right.
Step 2: Add a New Automation
Select 'Add an automation' to see the list of automations available for the item you selected, then choose the automation type you want to set up.
Step 3: Configure your Automation
Apply Folder Template
Apply Folder Template automatically applies a folder template to any new folder or drawer created in this location. Select the search field under 'Select Template' and choose the template you want applied automatically.
Select Add Automation to save.
Note: Since this automation creates new subitems in a folder, you’ll also need at least Edit item permissions. Also requires the Create and Modify Structure feature to be enabled.
Notify
Notify sends an in-app notification, an email, or both to the users or groups you choose when this automation is triggered. This option now combines what used to be two separate automations (Notify and Email) into one setup.
Choose what should trigger the notification, such as a file being uploaded, downloaded, moved, deleted, a new version created, or Smart Extract completing on an item in this location.
By default, this automation will apply to the item you’re on and any subfolders (both current and future). You can change this under the Advanced options.
Add the users, groups, or email addresses who should be notified.
Choose whether they should receive an in-app notification, an email, or both.
Select Save to save the automation.
Start Workflow
Start Workflow automatically kicks off a Workflow when specific actions take place on items in this location.
Choose what should trigger this Automation to start the Workflow, such as a file being uploaded, moved, a new version created, Smart Extract completing, or a metadata field value being added or changed on a file or folder in this location. Also includes a folder being created and moved into this location.
If triggering off a metadata value being added or changed on a file or folder, you’ll need to identify which metadata fields in particular you want to use.
Select the search field under 'Select a Workflow' and choose the Workflow you want to start. Not all Workflows are eligible for every trigger type. You can use Workflows that require a file to start for the following triggers: A file is uploaded, a new file version is created, a file is moved into this location, Smart Extract is completed, or a metadata value is added or changed on a file in this location. You can use Workflows that require a directory to start for the following triggers: A folder is created in this location, a folder is moved in this location, and a metadata value is added or changed on a folder in this location.
Select Add Automation to save the Automation.
Note:
Metadata field change triggers start the Workflow both when metadata is added to an item for the first time and when it's later updated. Selecting multiple triggers means any of them can start the Workflow.
Also requires the Workflow feature to be enabled. You’ll also want to make sure that any actions your Workflow is set up to take on your behalf, your user has the item permissions to accomplish to avoid the Workflow from erroring.
Create Webhook
Create Webhook (formerly called API Callouts) pushes data from Revver to an external system when this automation is triggered.
Choose what should trigger the Webhook. This Automation has a more extensive list of options for the trigger than other Automations.
If triggering off a metadata value being added or changed on a file or folder, you’ll need to identify which metadata fields in particular you want to use.
By default, this Automation will apply to the item you’re on and any subfolders (both current and future). You can change this under the Advanced options.
Enter the Webhook URL provided by your external application.
Select Test to confirm the connection is working; a Success or Error result will display.
Select Add to save the Automation.
Tip: If you don't already have a system to connect to, Revver's Create Webhook automation can also connect to 3,000+ apps through Make.
Apply PDF Timestamp
PDF Timestamp automatically adds a custom timestamp to any PDF uploaded to this location. This automation is only available on drawers and folders and only applies to PDFs. Choose whether the timestamp should apply only to PDFs uploaded in the future to this folder, or also to PDFs uploaded to its subfolders.
Choose whether the timestamp should apply to all pages or the first page only.
It will watermark the initial upload, not every new version of an existing PDF.
Set the timestamp position, text color, size, and opacity. A live preview shows how the timestamp will look. It will watermark the initial upload, not every new version of an existing PDF.
Select Add Automation to save the automation.
If your account has the Revver AI package enabled, you also get access to these AI agents in Automations:
Smart Filing (in beta)
Smart Filing automatically moves documents to the correct filing location based on their metadata. Set it up on a cabinet, drawer, or folder, choose a trigger, and map metadata field options to specific filing destinations. Items that can't be filed automatically are routed to a manual review folder so nothing gets lost.
Choose what should trigger the automation, such as Smart Extract completes.
Select the metadata field or fields you want to use to determine filing locations. You can choose multiple fields, but each must be either a Dropdown List or Smart Classification field type.
For each option in the fields you selected, choose a filing destination. For example, if your Smart Classification field includes a Payroll option, you might map it to your Payroll documents folder.
Configure your manual review folder.
Set your notification preference for the manual review folder.
Select Save to save the automation.
Smart Name (in beta)
Smart Name automatically renames documents based on a naming pattern you define, using dynamic variables like metadata field values, dates, or folder names. It's a focused, easy-to-use alternative to the rename step available in Workflow: if all you need is automatic renaming without the complexity of a full Workflow and other steps, Smart Name is the faster path. When you define your naming pattern, AI will show you an example of what the name would look like on a document before you save.
Choose what should trigger the rename.
Build your naming pattern by combining dynamic variables and static text in any order. Available variables include metadata field values, date and time, node ID, folder or workspace name, and file type.You can add static text, like spaces, punctuation, and text as needed.
Review the AI-generated name example to confirm your pattern produces the result you expect.
Select Save to save the automation.
Manage Your Saved Automations
Every Automation you save for an item appears as a card in the Automation tab, showing the automation type, its trigger, and key details like recipients, the selected Workflow, or the destination folder.
If you created the Automation, you can edit or remove it.
If someone else created the Automation, you’ll need the Automation feature enabled to Edit and Remove it for any item you have at least View item permissions on.
Tips
PDF Timestamp is only available at the container level (folders, drawers, cabinet and account) and only applies to PDF files.
Create Webhooks, Notify, and PDF Timestamp can inherit down to subfiles and folders, so you don't need to add them separately at every level.
Notify now covers both in-app notifications and email in a single setup, so you no longer need two separate automations to reach someone both ways.
Use the Test button in Create Webhooks before saving to confirm your webhook URL is working.
Need Help?
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