Managing Automations

Site Administrators, Workspace Administrators, and Folder Admins can modify, enable or disable, clone, rename, run, or delete automations. Which automations a user can see and act on depends on their role.

Automation Access and Permissions

Access to automations depends on whether a user is a Site Administrator, Workspace Administrator, or Folder Admin. The role determines which automations the user can create, edit, run, and view.

Site Administrators

Site Administrators have full access to automations across the site, including automations that reference folders on the site, remote servers, and child sites. They can create, manage, edit, and run all automations, including automations created by other Site Administrators and Folder Admins. Site Administrators can also use any Workspace as a source or destination folder for an automation.

Workspace Administrators

Workspace Administrators can create, manage, edit, and run automations on folders within their Workspace. For example, a Workspace Administrator can create move or copy automations when both the source and destination folders are within their Workspace.

Workspace Administrators can see automations when all folders used by the automation are within their Workspace.

Workspace Administrators can use wildcards in source and destination paths when creating or editing automations. Wildcards do not grant access to folders outside the Workspace. Workspace Administrators with access to multiple Workspaces can select folders in other Workspaces as source or destination paths for automations.

Folder Admins

Folder Admins can create automations for folders where they have admin permissions. For example, a Folder Admin can create move or copy automations when both the source and destination folders are folders they administer.

Folder Admins can manage, edit, and run automations associated with folders they control.

Folder Admins can see automations when all folders referenced by the automation are folders where they have admin permissions. Visibility does not imply ownership or execution log access.

Folder Admins can use wildcards in source and destination paths when creating or editing automations. Wildcards can make an automation appear to cover broader paths, but they do not grant additional folder access. Actual folder access is enforced at runtime using the permissions of the automation owner.

Runtime Permission Evaluation

An automation always runs using the permissions of its current owner. It can read from or write to only the locations the owner is authorized to access, regardless of who created the automation or how it is configured. Changes to ownership can affect runtime behavior and reliability.

Modifying an Automation

You can modify an automation to adjust its triggers, actions, file or folder name matching patterns, customizations, and folder paths directly from the Automations home page or details page.

Modifying an automation can change its ownership, with implications for permissions and reliability.

Enable or Disable an Automation

You can enable or disable an automation from the Status column or details page to pause and resume it as needed. Once disabled, all future runs stop immediately, regardless of triggers or actions. You can re-enable the automation at any time.

Clone an Existing Automation

Cloning lets you duplicate an automation and customize the copy for a different source, destination, or trigger. Cloned automations are disabled by default.

Using Run Now for Instant Execution

For immediate testing or execution, the Run Now option is available on enabled automations and produces instant results.

Deleting an Automation

You can delete an automation at any time. Once deleted, an automation cannot be restored, and all future runs are stopped.

Automations with Child Sites

Site Administrators use the underscore folder to create automations that interact directly with child sites. Each parent site automation that moves or copies can use child site folders as the source, the destination, or both. Automations in parent sites can create folders or delete files from folders on the parent site or any child sites.

Every automation belongs to one site and can only be managed through that site. Even when a parent site automation uses a child site for source or destination folders, the automation and its run logs exist within the parent site.

Automations in child sites have no way to interact with parent sites or any other child sites.