Create Taxonomy Automations

  • Updated

Automate your taxonomy to save yourself as well as other users time and avoid human error at the same time. With automations you can set up rules that trigger a specific outcome when (all) conditions are met. A possible automation is to only display specific metaproperty options after another specified metaproperty option has been selected.

Caution

This Taxonomy Automations article describes a new feature for the latest version of Metaproperty Management. You may not be using this latest version yet as we've only enabled this version for a limited number of Bynder portals. Read more about the version of our Metaproperty Management that is generally available here.

Create Taxonomy Automations

Once you've successfully set up your metaproperties and metaproperty options you can automate your taxonomy to save you and your users time.

metaproperty_options_configuration.png
  1. Navigate to settings_menu.png Settings > Taxonomy > Metaproperties management and click Configuration in the left sidebar.

  2. Click on Configuration.

    configuraiton_add_metapropertues.png
  3. Click Create Automation.

    create_automation.png
  4. Set up a trigger to start the metaproperty automation.

    all_or_any.png
    • Select Any or All. If Any or All of the metaproperties and options below are selected

      Note

      You can only set up these automations with single and multi select metaproperties only.

  5. From the Select a metaproperty dropdown menu select or search for the metaproperty you would like to associate with this automation.

    select_a_metaproperty.png
  6. Select the metaproperty option from the dropdown menu.

    specific_options.png
    • Any options: If selected, any metaproperty option tied to this metaproperty is selected.

    • Specific options: If selected, search and check off the specific metaproperty option you want to be tied to this automation. Note: There is a limit of up to 100 options. 

      specific_options_search_.png
  7. You can add multiple metaproperties to the automation.

    ADD_METAPROPETY.png
  8. Click then_select_an_action.png and select one of the following:

    options_automations_2.png
    • Show Metaproperty

      If you select this option you will need to select a metaproperty from the dropdown menu.

      select_dropdown_menu_metaproperty.png
    • Prefill Metaproperty

      If you select this option you will need to select a metaproperty from the dropdown menu (Text and Date metaproperties only). Type in the text that you would like to appear.

      LONG_TEXT_AUTOMATION.png
    • Empty Metaproperty

      If you select this option you will need to select a metaproperty from the dropdown menu (Text and Date metaproperties only).

    • Apply watermark on assets - You can automatically apply a watermark to an asset.

    • Remove watermark on assets You can automatically remove a watermark to an asset.

    • Allow download of assets You can allow download of an asset.

    • Deny download of assests You can deny a download of an asset.

    • Mark assets as archived You can mark an asset as archived.

  9. Click Create Automation.

  10. Aautomation_icon.png will appear next to the metaproperty to know if it has an automation associated.

    associated_automation.png

Edit Automation

  • Navigate to settings_menu.png Settings > Taxonomy > Metaproperties management and click Configuration in the left sidebar.

  • Click on Configuration.

  • Select the metaproperty that is associated with the automation.

    Note

    A automation_icon.png will appear next to the metaproperties that have automations.

  • In the left-hand side bar click Automations.

    edit_atuomation.png

    Note

    You can search for automations that contain a certain metaproperty option. Click all options to navigate the list or search for a metaproperty option.

  • Hover over the automation you would like to edit and click three_dots.png.

  • Click edit-metadata_pencil.png to begin editing your automation.

  • Click Save.

Delete Automation

  • Navigate to settings_menu.png Settings > Taxonomy > Metaproperties management and click Configuration in the left sidebar.

  • Click on Configuration.

  • Select the metaproperty that is associated with the automation.

    Note

    A automation_icon.png will appear next to the metaproperties that have automations.

  • In the left-hand side bar click Automations.

    edit_atuomation.png

    Note

    You can search for automations that contain a certain metaproperty option. Click all options to navigate the list or search for a metaproperty option.

  • Hover over the automation you would like to delete and click three_dots.png.

  • Click trash.png to delete your automation.

    A warning message will appear informing you that "The automation will be permanently deleted. This action cannot be undone.

  • Click the empty_box.png

  • Click Yes, delete.

Automatically Archive, Watermark and Limited Usage

You can automatically archive, watermark and/or set assets to limited usage when you select a metaproperty option that belongs to a Single select or Multi select metaproperty. This saves users who upload or edit assets time and reduces the risk of human error as they don't have to manually select these options under Advanced Rights.

For example, by setting up an automation you can ensure that a watermark is automatically applied when users select the metaproperty option Restricted under the Visibility metaproperty.

  1. Go to settings_menu.png Settings > Taxonomy > Metaproperties management and click Configuration in the left sidebar.

  2. Click the metaproperty option that contains the metaproperty option that when selected should automatically archive the asset, watermark the asset or set it to limited usage.

  3. Open the Select an option dropdown which you can find next to the metaproperty that you clicked in step 2 to set up the condition(s). Select the metaproperty option(s) that when selected should archive the asset, watermark the asset or set it to limited usage.

  4. Open the dropdown in the Then section and select one of the following options

    • Apply watermark on assets

      This automation option will watermark the asset.

    • Mark assets as archived

      This automation option will archive the asset.

    • Mark assets as limited usage

      This automation option will set the asset to limited usage

  5. Click the Create automation button to create your automation.

Automatically Unarchive Assets, Remove Watermarks and Remove Limited Usage

  1. Go to settings_menu.png Settings > Taxonomy > Metaproperties management and click Configuration in the left sidebar.

  2. Click the metaproperty option that contains the metaproperty option that when selected should automatically unarchive the asset, remove the watermark or remove the limited usage.

  3. Open the Select an option dropdown which you can find next to the metaproperty that you clicked in step 2 to set up the condition(s). Select the metaproperty option(s) that when selected should unarchive the asset, remove the watermark or remove the limited usage.

  4. Open the dropdown in the Then section and select one of the following options:

    • Remove watermark from assets

      This automation option will remove the watermark from the asset.

    • Unmark assets as archived

      This automation option will unarchive the asset.

    • Unmark assets as limited usage

      This automation option will unmark the asset as limited usage.

  5. Click the Create automation button to create your automation.

Dependent Fields

By setting up dependent fields you can decide when to show specific metaproperty options. Declutter your upload and/or single edit screen and only show metaproperty options when they become relevant.

For example when you have a Country and City metaproperty you may not want to show French cities when Germany is selected as country and vice versa. Set up dependent fields to ensure that only the relevant metaproperty options are shown after another metaproperty option has been selected. The automation for this example would be IF the metaproperty option France is selected for the Country metaproperty THEN the metaproperty option Paris that belongs to the City metaproperty should become available in the upload and/or single edit screen.

You can also set up multiple conditions that need to be met before specific metaproperty options are shown. For example when you have a Continent, Country and City metaproperty. You only want to show French cities after users have selected Europe as the continent and France as the country. In this case you can set up an automation with two conditions for the Continent metaproperty to ensure this type of behavior. The automation for this example would be IF the metaproperty option Europe is selected for the Continent metaproperty AND the metaproperty option France is selected for the Country metaproperty THEN the metaproperty option Paris that belongs to the City metaproperty should become available in the upload and/or single edit screen.

Set Up Dependent Fields

  1. Go to settings_menu.png Settings > Taxonomy > Metaproperties management and click Configuration in the left sidebar.

  2. Click the metaproperty that contains one or more options that when selected should display specific options from another metaproperty in the upload screen or single edit screen.

  3. Click the button in the Automations section in the right sidebar.

  4. Open the dropdown in the If section at the top of the screen and select All if all the conditions that you set up need to be met to trigger the desired outcome or select Any if only one of the conditions need to be met to trigger the desired outcome.

  5. Open the Select an option dropdown which you can find next to the metaproperty that you clicked in step 2 to set up the condition(s). Select the metaproperty option(s) that when selected should display another specific metaproperty. For example, if you're setting up an automation for a Country metaproperty select the option France.

  6. (Optional) Click ➕ Add metaproperty to add other conditions to your automation. For example, if you're setting up an automation for a Country metaproperty with the option France you could add the metaproperty Continent with the option Europe. You can add as many metaproperties as needed.

  7. Make sure the dropdown in the Then section is set to Show metaproperty.

  8. Open the Select a metaproperty dropdown in the Then section and select the metaproperty that needs to be displayed when the conditions that you set up are met.

  9. Open the all options dropdown that you can find next to the metaproperty that you selected in step 7.

    • Select all options if all metaproperty options of this metaproperty should be displayed when the condition setup is met.

    • Select specific options if specific metaproperty options should be displayed when the condition setup is met. Use the dropdown Select to select the option(s) that need to be displayed when the condition setup is met.

  10. Click the Create automation button to create the automation.

Downloadable and Non-Downloadable

You can automatically set an asset to downloadable or non-downloadable when you select a metaproperty option that belongs to a Single select or Multi select metaproperty.

By setting up an automation you can ensure that an asset becomes non-downloadable. For example, when users select the metaproperty option Fully Restricted under the Visibility metaproperty.

Follow the steps below to set up an automation for downloadable or non-downloadable.

  1. Go to settings_menu.png Settings > Taxonomy > Metaproperties management and click Configuration in the left sidebar.

  2. Click the metaproperty that contains one or more options that when selected should make the asset downloadable or non-downloadable.

  3. Click the button in the Automations section in the right sidebar.

  4. Open the Select an option dropdown which you can find next to the metaproperty that you clicked in step 2 to set up the condition(s). Select the metaproperty option(s) that when selected should make the asset downloadable or non-downloadable.

  5. (Optional) Click ➕ Add metaproperty to add other conditions to your automation.

  6. Open the dropdown in the Type section and select one of the following options:

    • Allow download of assets

      This marks the asset as downloadable.

    • Deny download of assets

      This marks the asset as non-downloadable.

Prefill and Empty Text Metaproperties

You can automatically prefill or empty Text and Date metaproperties when you select a metaproperty option that belongs to a Single select or Multi select metaproperty. For example, when selecting the metaproperty option Restricted Use for the Restrictions metaproperty you can ensure that the Disclaimer metaproperty is prefilled with the desired disclaimer text. When someone edits the asset and changes the Restrictions metaproperty from Restricted Use to Free to Use you may want the Disclaimer metaproperty to be cleared.

Prefill Text and Date Metaproperties

  1. Go to settings_menu.png Settings > Taxonomy > Metaproperties management and click Configuration in the left sidebar.

  2. Click the metaproperty option that contains the metaproperty option that when selected should automatically prefill a Text or Date metaproperty.

  3. Open the Select an option dropdown which you can find next to the metaproperty that you clicked in step 2 to set up the condition(s). Select the metaproperty option(s) that when selected should prefill a Text or Date metaproperty with text.

  4. (Optional) Click ➕ Add metaproperty to add other conditions to your automation.

  5. Open the dropdown in the Then section and select the Prefill metaproperty option.

  6. Open the Metaproperty dropdown and select the Text or Date metaproperty that you want to prefill.

  7. Enter the desired text the metaproperty should be prefilled with in the Prefill text field.

  8. Click the Create automation button to create your automation.

Empty Text and Date Metaproperties

  1. Go to settings_menu.png Settings > Taxonomy > Metaproperties management and click Configuration in the left sidebar.

  2. Click the metaproperty option that contains the metaproperty option that when selected should automatically empty a Text or Date metaproperty.

  3. Open the Select an option dropdown which you can find next to the metaproperty that you clicked in step 2 to set up the condition(s). Select the metaproperty option(s) that when selected should empty a Text or Date metaproperty with text.

  4. (Optional) Click ➕ Add metaproperty to add other conditions to your automation.

  5. Open the dropdown in the Then section and select the Empty metaproperty option.

  6. Open the Metaproperty dropdown and select the Text or Date metaproperty that you want to empty.

  7. Click the Create automation button to create your automation.

Automation Limitations

  • When selecting “specific options” for option_trigger or option_action there is a limit of up to 100 options per automation.
  • Metaproperty automations (dependencies) are not respected when batch editing. For example, when you want to change the City metaproperty option your assets are tagged with and your batch edit includes assets tagged with different Country options, the system will show all cities in the batch editing screen. In order to avoid dependency conflicts and to allow saving your batch edit, the metaproperty automations can no longer be applied.

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