Rename Files Using Custom Attribute Values

Asite Visual Workflow allows users to download files by renaming them using applicable custom attribute values. Administrators can also use the Groovy scripts to configure the download files interface to show or hide the custom attribute file renaming option. Click the below links to access their detailed help:

Renaming File with Custom Attribute Values

Configuration of Download Preference

Configuration of Naming Pattern

Example

A. Renaming File with Custom Attribute Values

Users can configure a workflow to rename the files including custom attributes, while downloading. The workflow configuration allows for flexibility in making the renaming process mandatory or optional.

Configuration can be done in 2 stages:

1. Configuration the download preference for user selection (Optional).

2. Configuration of naming pattern.

Below is an overview of the configuration:

B. Configuration of Download Preference

Download preferences can be configured to provide users with the option to rename files option. This configuration controls the user’s selection of renaming preferences while downloading. This configuration is optional and is not required if the file is to be renamed mandatorily.

Below is the overview of the configuration:

Follow the below-mentioned steps to configure the workflow:

1. Configure System Task

Select your desired project and 'Configure System Task' with the following details:

Name - Enter the system task name.

Task Context - Select the context type as 'Document' from the dropdown.

Task - Select task 'Execute Groovy Script' from the dropdown.

2. Add Groovy Script

Add the following Groovy script to the newly configured system task:

def execute(){

boolean checked = true;

boolean unchecked = false;

DocumentVO document = documentService.getDocumentDetails();

JsonArray optionList = new JsonArray();

JsonObject fileRenameOption = new JsonObject();

fileRenameOption.addProperty(IGroovyConstant.VISIBLE, true);

fileRenameOption.addProperty(IGroovyConstant.EDITABLE, true);

fileRenameOption.addProperty(IGroovyConstant.DEFAULT_VALUE, unchecked);

fileRenameOption.addProperty(IGroovyConstant.OPTION_NAME, IGroovyConstant.RENAME_FILE_OPTION);

optionList.add(fileRenameOption);

document.setResponseStatus(false);

document.setDynamicObject(optionList.toString());

return document;

}

The above-mentioned groovy script has two sections:

Configuration renaming preference: The first section of the Groovy script allows administrators to control whether the remaining configuration will be mandatory or optional with the default value checked / unchecked.

fileRenameOption.addProperty(IGroovyConstant.EDITABLE, true);

fileRenameOption.addProperty(IGroovyConstant.DEFAULT_VALUE, unchecked);

Users can set the default value for this option.

'fileRenameOption.addProperty(IGroovyConstant.DEFAULT_VALUE, unchecked);' as 'true'/'checked' or 'false'/'unchecked'.

User can make this option non-editable 'fileRenameOption.addProperty(IGroovyConstant.EDITABLE, true);' as 'true'/'editable' or 'false'/'non-editable'.

If the preference is set to be editable, users can choose to rename the file while downloading it with the following options:

Rename Files with Custom Attributes

Rename Files with Doc Ref

Append Doc Title

Append Version Number

Append Revision Number

Note: Selecting the 'Rename Files with Custom Attributes' preference will disable all other renaming preferences.

3. Create Trigger

Once the system task is configured, create a new workflow trigger on the selected project with the following details:

Add Details - Add all the trigger details including name, description, priority and conditions with the context as ‘Document’.

Event - Select the trigger event as 'Download Documents'.

Task Mode - Select the task mode as ‘On-Load’. (On-load mode allows the user to edit the preference on the user interface).

Task - Select the name of the system task created in the step above.

This will invoke the configured system task when the user tries to download the file from the selected folder.

C. Configuration of Naming Pattern

You can configure the workflow to define the naming pattern for the downloaded file. This configuration is required to rename the file.

Below is the overview of how to configure workflow to define naming patterns.

1. Create Custom Attribute

To configure the naming pattern of the downloaded file. All the required attributes should be available on the project as custom attributes.

Click here to learn how to define custom attributes in a project.
Click here to learn how to define custom attributes in a project template.

2. Configure System Task

Select your desired project and configure a system task with the following details:

Name - Enter the system task name.

Task Context - Select the task context as 'Document'.

Task - Select task 'Execute Groovy Script'.

3. Add Groovy Script

Add the following Groovy script to the newly configured system task:

def execute(){

DocumentVO document = documentService.getDocumentDetails();

String fileName = document.getFileName().substring(0, (document.getFileName().lastIndexOf(".")));

String fileExt = document.getFileName().substring(document.getFileName().lastIndexOf("."));

String docTypeCode = getValue(documentService.getCustomAttributeValue(document,"Document_Type_Code")); // Drop Down

String docCodeSeq = getValue(documentService.getCustomAttributeValue(document,"Document_Code_Seq")); // TextBox

String supportedDocTypes = getValue(documentService.getCustomAttributeValue(document,"Supported_Doc_Types")); // Multi Selection CheckBox

document.setFileName(fileName + "-" + docTypeCode + "-" + docCodeSeq + "-" + supportedDocTypes +"-" + document.getVer() + fileExt);

return setResponse(document);

}

// This method will give all the values as comma separated String

private String getValue(List<String> valList)

{

String retValue = valList != null ? String.join(",",valList) : "";

return retValue;

}

//Do not update below script

private DocumentVO setResponse(document){

document.setResponseStatus(false);

return document;

}

The above-mentioned groovy script is divided into logical sections as mentioned below:

Script	Description
`def execute(){` `DocumentVO document = documentService.getDocumentDetails();` `String fileName = document.getFileName().substring(0, (document.getFileName().lastIndexOf(".")));` `String fileExt = document.getFileName().substring(document.getFileName().lastIndexOf("."));`	This section of the Groovy script is a system-defined function to retrieve file metadata. This section of the script is not to be edited and is to be used as is.
`String docTypeCode = getValue(documentService.getCustomAttributeValue(document,"Document_Type_Code")); // Drop Down` `String docCodeSeq = getValue(documentService.getCustomAttributeValue(document,"Document_Code_Seq")); // TextBox` `String supportedDocTypes = getValue(documentService.getCustomAttributeValue(document,"Supported_Doc_Types")); // Multi Selection CheckBox`	This section of the Groovy script defines custom attributes for use in naming patterns. To define the custom attribute that is being used. Create an alias name and use the function to retrieve the values of the custom attribute in that defined alias, sample format is as mentioned below: String <<Alias name>> = getValue(documentService.getCustomAttributeValue(document,”<<Custom Attribute Name>>”)); In the sample code given beside Alias Name and respective custom attributes are as mentioned below: Alias Name = docTypeCode, docCodeSeq, supportedDocTypes Custom Attribute Name = Document_Type_Code, Document_Code_Seq, Supported_Doc_Types
`document.setFileName(fileName + "-" + docTypeCode + "-" + docCodeSeq + "-" + supportedDocTypes +"-" + document.getVer() + fileExt);` `return setResponse(document)`;	This section of the Groovy script defines the file's naming pattern. To define the naming pattern use the function to set the file name sample format as mentioned below: document.setFileName(filename + “<<separator>>” + <<AliasName>> + “<<separator>>” + <<Alias name>> …+ fileExt); You can add as many custom attributes as required in the naming pattern by adding more aliases and adding them to the naming pattern.
`private String getValue(List<String> valList)` `{` `String retValue = valList != null ? String.join(",",valList) : "";` `return retValue;` `}`	This section of the Groovy script is designed for use when you expect multiple values from your custom attribute i.e. custom attribute with ‘Multi Select Dropdown’ type. This function returns multiple values as a comma(,) separated string. This function is not required if no attributes that return such multiple values are used. This section of the script is not to be edited and is to be used as is.
`//Do not update below script` `private DocumentVO setResponse(document){` `document.setResponseStatus(false);` `return document;` `}`	This section of the Groovy script returns the logical values to the system and is used to display the response. This section of the script is not to be edited and is to be used as is.

4. Create Trigger

Once the system task is configured, create a new ‘Trigger’ on the selected project with the following details:

Add Details - Add all the trigger details including name, description, priority and conditions with the context as ‘Document’.

Event - Select the trigger event as ‘Download Documents’.

Task Mode - Select task mode as ‘Pre’. (To download the document without confirming).

Task Type - Select the type ‘Rename File’ (To download the document with the updated name).

Task - Select the name of the system task created in the step above.

This will invoke the configured system task when the user tries to download the file from the selected folder.

D. Example

Folder Name - 'Interior' where 2 custom attributes are applied.

Attribute 1 (Dropdown) - Model Code

Attribute 2 (Checkbox) - Usability

For the above folder, the following groovy script is created.

def execute(){ DocumentVO document = documentService.getDocumentDetails();

String fileName = document.getFileName().substring(0, (document.getFileName().lastIndexOf(".")));

String fileExt = document.getFileName().substring(document.getFileName().lastIndexOf("."));

String ModelCode = getValue(documentService.getCustomAttributeValue(document,"Model Code")); // Drop Down

String Usability_of_File = getValue(documentService.getCustomAttributeValue(document,"Usability")); // Multi Selection CheckBox

document.setFileName(fileName + "-" + ModelCode + "-" + Usability + "-" + document.getVer() + fileExt);

return setResponse(document);

}

// This method will give all the values as comma separated string

private String getValue(List<String> valList)

{

String retValue = valList != null ? String.join(",",valList) : "";

return retValue;

}

//Do not update below script

private DocumentVO setResponse(document){

document.setResponseStatus(false);

return document;

}

In the above folder, the user uploads a file named - ‘Curtains’ with below standard and custom attributes:

Version (Auto display): 1

Model Code: 001

Usability: Drawing Room, Bed Room

Output: When the user either downloads the file by clicking the icon or by downloading the file by setting download preference, where ‘Rename file name as custom attribute’, file downloaded with the name as, Curtains_001_Drawing Room, Bed Room_1_jpg

Check: FAQs

Next Article: Automatic Revision Numbering