Asset-Based Rules

Asset-based rules are built from the following blocks, or choices. You step through the Rules Wizard, selecting choices at each step, then specifying values for most choices. The rule you build displays as an actual sentence, like the following:

For all new or changed assets (since this rule was last executed) under /XML/en_US
(exclude checked out assets: No), initiate project WebUpdates
for locales en_US and workgroup Marketing and
workflow Web Updates. Execute this rule on schedule Daily-early-am.

Rules Wizard Step

Choices

Notes

Selector: To what assets should the rule apply?

All assets under a particular path
All new or changed assets under a particular path
All new or changed assets under a particular path since this rule was last executed

After you make your selection, the wizard prompts you to browse to the path under which you want the rule to apply.

If you select either "All new or changed assets under a particular path" or "All new or changed assets under a particular path since this rule was last executed," the Rules Wizard displays, in the rules description, the parenthetical statement "(exclude checked out assets: No/Yes)." If it is set to No, checked out assets will be included when the rule is executed. If it is set to Yes, they will be excluded. You can change it in a Parameter window that appears when you click No or Yes.

Note: The difference between All new or changed assets under a particular path and All new or changed assets under a particular path since this rule was last executed is subtle. See the Changed Assets Selections for Asset-based Rules topic.

Condition: What conditions should the rule check?

If asset is of a particular MIME type
If a property of the asset has a particular value
If asset contains particular text

You can further restrict the scope of the rule by having it apply only to assets of a particular MIME type, to assets containing certain text, or to property values.

Typically, you would use custom property values. If you use a core property, for objects (for example, Locale, Translation Memory, or Filter Configuration) you must specify an ID, not a name, for the value.

Action: What should this rule do?

Initiate project
Email the list of assets

You can use more than one of these actions. For example you might want a project created upon detection of a new or modified asset. You might want also to have a particular user informed of the asset modification.

If you select Initiate project, you will have to specify a project name, one or more locales, a workgroup, and a workflow.

For email notifications to work, email notification must be configured in Management > Administration > Notification Delivery. The email recipient must have Send email when notifications are assigned to me set (it is set by default) in Tools > Personal Preferences.

Exception: What exceptions should this rule check?

If asset is of a particular MIME type
If a property of the asset has a particular value
If asset contains particular text

You can use the same set of criteria used as conditions in the Conditions step to exclude rather than include assets. That is, if you selected If asset is of a particular MIME type (specifying, for example, XML) as a Condition, the rule would include XML assets. However, if here you specify Except if asset is of a particular MIME type (specifying XML), the rule excludes XML assets.

Execution: When should the rule run?

Manually only
On a particular schedule

If you choose to run the rule on a schedule, you are prompted to select a recurrence.

Note: Be careful with manual rules. If you have a long running rule—one that may run longer than your session timeout, you can run into timeout issues. You should make sure to run these under a recurrence (even one that starts in just a few minutes) so the rule runs, effectively, in background rather than in your personal session.

When you make a selection (by selecting a checkbox), the wizard starts to build the rule, prompting you for values required by the rule. For example, if you select All assets under a particular path, the wizard starts building the rule with For all assets under path..., where path is a link that displays a Parameter window in which you browse to the path of the assets you want acted upon.

When the Rules Wizard is prompting you for input as it builds the rule, the prompt links can be three colors: a blue parameter name indicates it has no value yet, and you should click the link to assign the value; a green link indicates that a value has been set, and you can click to modify the value; a red link indicates that the value is no longer valid (for example, the AIS path no longer exists) and you should click the link to correct the value.