How To Use Bynder's AI Automation Workflows

Summary

Automation Workflows allow users to define rules that automate routine tasks in Bynder. A rule consists of a trigger, optional conditions, and one or more actions that run automatically when the criteria are met. This feature assists teams who manage asset lifecycles more efficiently by reducing manual steps and enabling AI-driven automation.

Who?

This feature/solution requires your Customer Success Contact to enable, but then individual permissions can be done by the Bynder Admin.

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 Once enabled users need the Access Workspace and Configure Automation permissions. 

Why?

Automation workflows are part of Bynder’s growing set of AI based features within the Bynder DAM. This feature assists by automating routine tasks inside Bynder and across connected systems, with AI at the core. Users have complete control over their automations, and can pause and resume the workflows at any time. 

How?

Rules Overview

To access the Rules overview, go to User menu > Workspace > Automation > Rules

The Rules overview displays all automation rules created in the users portal. Rules are visible to all users with the Configure Automation permission, making it easy to review what automations exist and are active. From the overview, users can see a list of all rules available in the portal, check the status of each rule, and create new rules to automate tasks.

Creating And Publishing A New Rule

  1. Navigate to User name > Workspace > Automation > Rules 

  2. Select Create rule. This opens the visual flow editor where users define:

    • A trigger- the event that initiates an automation workflow. With the trigger block selected, choose a trigger from the info panel.

    • Optional conditions- refines when a rule should run by checking asset attributes. With the condition block selected, choose a condition from the info panel. Up to 5 conditions can be added to a rule. Configuration options may differ depending on the action selected.

    • An action- defines what happens when the trigger (and any conditions) are met. With the action block selected, choose an action from the info panel. Users can add up to 5 actions per rule, which will run in parallel (not as a chain or dependent on each other).

  3. Select publish. The rule is now active and will run when the conditions are met.

    • To exit the rule editor without saving click Discard. Any unsaved changes will be lost.

Creating A Rule With Single Or Multi-select Metaproperty Conditions

  1. Create an Automation workflow rule.

  2. Once a trigger has been added, choose Metaproperty as the condition from the sidebar.

  3. From the Metaproperty dropdown, choose the needed metaproperty (single and multi-select are supported).

  4. Choose the desired operator.

  5. From the Value menu choose one or more metaproperty options.

  6. Select the desired action and save the rule. Each time the rule is executed, any assets that adhere to the chosen condition will be passed to the configured action.

Editing A Rule

  1. Click on the rule to be edited in the Rules overview.

  2. Make the desired updates in the editor.

    • To rename a rule open the rule's contextual menu in the top bar, and select Rename. Alternatively, users can do this by clicking the name of the rule in the header of the rule editor, and renaming the rule from there.

  3. Select Publish changes to apply the edits.

Pausing Or Resuming A Rule

1. Navigate to the Rules overview.

2. Open the rule’s contextual menu and select Pause or Resume, alternatively, open the rule in the editor, then open the contextual menu in the top bar, and select Pause or Resume based on your needs. 

3. Confirm the action to pause or resume the rule. 

Note: Paused rules will show a paused status in the rules overview and rule editor.

Deleting A Rule

  1. Navigate to the Rules overview, open the rule’s contextual menu and select Delete, or open the rule in the editor, open the contextual menu in the top bar, and select Delete.

  2. Confirm the action to remove the rule.

Adding a Transformation Agent to a Rule

  1. Navigate to Automation Workflow in your Workspace and create a new rule or edit an existing one.

  2. Define your Trigger (e.g., When Asset Published).

  3. (Optional) Select one or more conditions.

  4. Next, click Add action. From the sidebar menu, select Transformation.

  5. In the rule builder, click the Agent dropdown menu.

  6. Select the specific agent you wish to deploy.

  7. Once selected, the rule will display the specific agent being deployed. You can see a brief description of the action below the selection.

  8. Click Publish rule to publish and make the automation active.

Note: All assets processed via this automated rule will be available for review in the Manage AI Agents overview, allowing you to monitor the automated output.

Automation workflow actions run at the same time, so adding more than one transformation to a rule might lead to unexpected results.

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Level: Proficient

Proficient-level articles are for users who have some prior Bynder knowledge. These articles require you to know the basics and may also require higher-level portal rights to accomplish the task outlined within the article. 

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