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How to Manage the Automation App

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    How to Manage the Automation App

    Discover how to create rules and triggers that make certain actions in the platform completely automated.

    Last Updated: May 4, 2016

    The automation app allows you to create rules and triggers that make certain actions in the platform completely automated.

    For example, you can automate the deactivation process.

    Furthermore, the feature is very useful when you want to update the user list by uploading a file inserted into a specific FTP folder.

    This App is only available for the platform version 6.8 or higher.

    How to activate the APP

    Log into your Docebo platform as Superadmin and select the APPS & Features option from the sidebar.

    APPS and Features - menu ENG

    The Docebo APPs are divided into five areas:

    • My APPs: all the APPs that you have already activated;
    • Single Sign On: all the APPs that activate a Single Sign On in combination with other software;
    • Additional features: all the APPs through which you can add functionalities to your platform;
    • Third party integrations: all the APPs that integrate your platform with third party software;
    • Web conferencing: all the APPs that integrate the LMS with Web conferencing software.

    You can also filter and choose APPS from a select area, either only the free APPs, or only the APPs available for a fee.

    In order to activate the Automation App, select the Additional features tab tab.

    Choose the Automation App and and select the ACTIVATE APP button.

    Read the information and Select INSTALL NOW. The APP has now been added to My APPS.

    How to set up the app

    Select the automation administration area by clicking Admin and then Manage Automation app.

    Automation App - Manage

    Select New Rule and start the creation process.

    Insert a Name and a Description.

    Firstly, decide if you want to schedule the rule, or trigger the rule in real-time when the conditions are met.

    schedule the rule

    If you choose the first option you can schedule the rule daily, weekly or monthly.

    Select NEXT to proceed and define the condition.

    Select one of the following options:

    – User has been inactive for – then choose the time option:  more than/less than X days/weeks/months.

    – User additional fields value is – then select an additional field to filter by.

    – User Expiration date is – then choose among these options: Is not empty/Is in the past/ Is in the future.

    – Administrator uploaded a file into an FTP folder – then fill in the form with all the parameters related to the FTP.

    You can also choose to add other custom conditions along with whether or not all the conditions must be satisfied or at least one.

    For example, if you choose User has been inactive for you can…

    first rule

    Select NEXT to proceed and define an action:

    The action will vary depending on the main action you chose in the first step.

    Select NEXT to proceed.

    Choose if you want to save and activate the rule directly or simply save it to be activated later.

    Second step

     How to update the users list using a file inserted in a FTP.

    Sometimes companies want to update the users list by sharing a csv file in an FTP folder.

    To get the list and enroll the users in the platform, you need to create the related rule by choosing the main condition: Administrator uploaded a file into an FTP folder.

    Fill in the form with all the required information and select the protocol: FTP or SFTP.

    New rule FTP

    Select ADD to assign other conditions and then click on NEXT.

    Now define an action and choose from the list Import Users from CSV.

    Fill the form with all the required information.


    Proceed by clicking the NEXT button and then save the rule. 

    Configuring the Automation Rule for Branch Synchronization by CSV

    If you’ve uploaded a CSV file into your SFTP folder, you can configure a scheduled action to update the branches rather than having to do it manually. To do so, first make sure you are logged into the platform as the Superadministrator and the AutomationApp is active.

    After uploading a CSV file into an FTP folder, you need to be in the Automation Rules management page. Click on New Rule, then type “Branch Rule” into the name input field. Next, you need to type “Branch Description” into the rule description input field and click the green Next button.

    Next, selection the “Admin uploaded file in an FTP folder” Condition. You’ll then want to fill in all FTM params (Host, Port, Protocol, etc.). After you press Next, you will see an Action dropdown menu. Select “Import branches from CSV.”

    Type “,” as the Separator, then type “UTF-8” as the Charset. Check “Update branch info” and click on the Import Schema button. You’ll see a new “Import Schema” modal. Set the columns like this:

    • First Column: Branch code
    • Second Column: Parent Code
    • Third Column: Level
    • Fourth Column: Branch Name (English)
    • Fifth Column: Branch Name (Other Activated Language)

    You will need to add a column for every activated language in the platform. When you’re finished, click Save Changes, then Next, then Save, Activate and Execute. The modal is then closed. Wait a few seconds, then you should see your updates, including the translations for each branch.

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