How to Configure a Rule in Automation Workflows

Summary

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

Who?

Automation Workflows are available to customers who purchase the AI Agentic Platform. Once purchased, your Customer Success contact must enable the feature for your portal.

After enablement, a Bynder Admin can assign individual permissions:

  • Access Workspace and Manage automation workflow: Required to view, create, edit, pause, and manage automation rules.
  • View Users: Required to configure rules using the Added by (User) condition group.

Why?

Automation workflows assist by automating routine tasks inside Bynder and across connected systems. Criteria and steps in an automation can be configured as a trigger and multi-type conditions, offering control and customizability. A variety of agents can be invoked to execute specific tasks, with the oversight of an approver. 

How?

Configuring Triggers in Rules

  1. Create an Automation workflow rule.
  2. On the right-side menu select a single Trigger, to trigger execution of the rule When:
    1. An Asset is published.
    2. A specific Relative date approaches or has passed.
  3. If Relative date is selected:
    1. Open the Date field dropdown menu:
      1. Select Archived to anchor the rule to the asset's archive date.
      2. Scroll to Custom date fields or type to filter by name to select a date metaproperty.
    2. The Operator is set to “Starts in…” by default, and you can select the Value (days, weeks, or months) you want to offset relative to the selected date.
  4. Configure optional conditions to check against custom criteria.
  5. Configure an action to execute as a result of the rule.
  6. Click on Publish changes to activate the configured rule.

Configuring Conditions in Rules

  1. Create an Automation workflow rule.
  2. Once a trigger has been added, click on the “+” sign below the trigger block on the visual flow editor, and select Add condition.
  3. Choose a condition to check if:
    1. The Asset Type meets specific conditions.
    2. The Asset Metaproperties meet specific conditions. Select a metaproperty from the metaproperty dropdown, in this case. Single and multi-select metaproperties are supported.
    3. The Asset is Added by a User, User Group, or Permission Profile  meeting specific conditions. The field Action role is set to “Added by” by default, in this case.

Note: Newly added condition blocks default to Equals with a value of Unspecified and display a dashed border. You must select a value before the rule can be published.

4. Choose the desired operator.

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

6. Repeat steps 8 to 11, to create new rules

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

Configuring Actions in Rules

  1. Create an Automation workflow rule.
  2. Define your Trigger (e.g., When Asset Published).
  3. (Optional) Select one or more conditions.
  4. Next, click on the “+” sign below the trigger block on the visual flow editor, and select Add action. From the sidebar menu, choose an action to complete the rule execution:
    1. Enrichment: This action allows your rule to automatically deploy an Enrichment Agent.
    2. Transformation: This action allows your rule to automatically deploy a Transformation Agent.
    3. Brand Compliance: This action allows your rule to automatically deploy a Brand Compliance Agent.
    4. Governance: This action allows your rule to automatically deploy a Governance Agent.
    5. Add to Collection: This action allows your rule to automatically add assets to a collection.
  • Once selected, the rule will display a dropdown to select a specific agent or collection for the configured action.
  1. 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.

Note: Automation workflow actions set up in parallel run at the same time, so adding more than one transformation to a rule might lead to unexpected results.

Considerations and Limitations

  • Evaluation schedule: Relative date rules evaluate once per day at 07:00 UTC only.on a daily schedule.
  • Deleted metaproperties: If a selected metaproperty is removed from your portal, the trigger enters an Unspecified state and the rule pauses automatically until a valid date field is selected.
  • Unpopulated date fields: Assets without a value populated in the selected date metaproperty are skipped by the rule.
  • Existing rules: Existing rules configured to use the archive date remain unchanged.
  • Ingestion Coverage: The Added by condition applies across all authenticated ingestion routes, including Workspace, Main Uploader, Mass Uploader, Waiting Room approvals, Asset Workflow job export, the Asset API, and the V4 Upload API.
  • Waiting Room & Job Export Approvals: For assets approved via the Waiting Room or exported from an Asset Workflow job, Added by evaluates to the user who approved or exported the asset, rather than the original uploader.
  • External Uploads: Assets uploaded through the External Uploader (drop box) aren’t associated with a Bynder user account. As a result, rules with an Added by condition evaluate to false and won’t run for external uploads.
  • User Invalidation: If a user selected in an Added by condition is removed from the portal, the condition becomes invalid and the rule automatically pauses. The canvas highlights the invalid condition block so administrators can update or replace the selection.
  • Agent Execution: A rule can only invoke and execute an agent once per asset.

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