Define a THEN Action

Not all THEN actions are compatible with all IF conditions. Please see the table below for compatible settings.

Once you select an IF Condition, compatible THEN Actions can be selected.

Actions are performed if the associated Condition is triggered.

Some Actions may require you to specify parameters, such as a specific date or time.

When you create a new Workflow, after you select a condition and specify parameters, then you can select an Action.

After you select an Action, then you can enter any parameters, such as a date or time.

If you need more information about what parameters are required, look below the Required Parameters box.

THEN Actions

Notifications

Action	Parameters	Details	Compatible IF conditions
Notify the file actions to user(s)	{ "comma_separated_email_id":"xyz@a.com,abc@b.com" }	Sends an email with information about the file and the action performed. comma_separated_email_id - email ids in comma separated format	If a file is created If a file is updated If a file is deleted If a file is downloaded If a file was not modified for specified days If a file is added or updated If a file uploaded is bigger than expected size If a file downloaded is bigger than expected size If a folder is created If a folder is deleted If a comment is added
Notify the user that the account may be deactivated soon	None	Notifies the user that the account may be disabled or deleted due to inactivity.su	If a user's last login is older than . . . If a new user is created If a user's create date is older than
Notify user(s)	{ "comma_separated_email_id":"xyz@a.com,abc@b.com" }	Sends a notification to users matching the criteria and sends an email to the admin and the specified addresses with information about the users who were sent notifications. comma_separated_email_id - email ids in comma separated format	If a user's last login is older than . . . If a new user is created If a user's create date is older than If a new client app connects
Send an email	{ "subject": "Subject of the email", "body": "Body of the email in HTML format.", "is_html": 1, "users": "user1,user2", "groups": "group1,group2" }	Sends a customized email to the users and/or groups indicated subject - Subject of the email body - Body of the email is_html (optional) - 1 if the body is in HTML format; 0 if the body is in plain text format. Default is 0. Note: If is_html=1, HTML tags are interpreted and the body of the email is formatted. For example, you can insert <b></b> tags to make text bold. users (optional) - Comma separated list of users to send the email to. groups (optional) - Comma separated list of groups to send the email to. If no users or groups are specified, the email is sent to the admin.	If a file is created If a folder is created If a file is updated If a file is deleted If a folder is deleted If a file is downloaded If a comment is added If a file was not modified for specified days If a file is added or updated If the file uploaded is bigger than the expected size If the file uploaded is bigger than the expected size Perform an action periodically at specified time and interval Perform an action on the specified date Perform an action periodically If a new user is created If a user's account is older than If a user's last login is older than

File actions

Action	Parameters	Details	Compatible IF conditions
Copy the file(s) to some location	{ "target_path":"/usera/folderb/", "allow_overwrite":"1", "keep_folder_structure":"1" }	Copies files. target_path - path to copy the file to. This path must be in the same storage type Files cannot be copied from managed storage to network shares or vice versa. allow_overwrite - (Added in FileCloud 20.1) Optional. Allow file to overwrite existing files with the same name in the target path. If allow_overwrite is not included, overwrites are allowed. keep_folder_structure (Optional): Keep folder structure while copying files. Valid values are 0 (do not keep folder structure) or 1 (keep folder structure). Default is 0 if not provided. The placeholders. %who, %when, %path, %how, %filename are available for this action.	If a file is created If a file is updated If a file is deleted If a file is downloaded If a file was not modified for specified days If a file is added or updated If a file uploaded is bigger than expected size If a file downloaded is bigger than expected size If a folder is created If a folder is deleted If a comment is added
Delete the file(s)	{ "excluded_users":"user1,user2,user3", "delete_empty_folders":true, "notify_owner":false, "comma_separated_email_id":"email1@email.com,email2@email.com" }	Deletes matching files. excluded_users (Optional): Users whose files will be excluded from deletion. Names must be provided in a comma separated format. delete_empty_folders (Optional): When files are deleted, delete the parent folder as well if it is empty. notify_owner (Optional): When the files are deleted, send an email to the owners. comma_separated_email_id (Optional): Email ids in comma separated format.	If a file is created If a file is updated If a file is deleted If a file is downloaded If a file was not modified for specified days If a file is added or updated If a file uploaded is bigger than expected size If a file downloaded is bigger than expected size If a folder is created If a folder is deleted If a comment is added
Move the file(s) to some location	{ "target_path":"/usera/folderb/", "allow_overwrite":"1", "keep_folder_structure":"1" }	Moves files. target_path - Path to the new file location (where it should be moved). This path must be in the same storage type Files cannot be moved from managed storage to network shares or vice versa. allow_overwrite - (Added in FileCloud 20.1) Optional. Allow file to overwrite existing files with the same name in the target path. If allow_overwrite is not included, overwrites are allowed. keep_folder_structure (Optional): Keep folder structure while moving files. Valid values are 0 (do not keep folder structure) or 1 (keep folder structure). Default is 0 if not provided. The placeholders. %who, %when, %path, %how, %filename are available for this action.	If a file is created If a file is updated If a file is deleted If a file is downloaded If a file was not modified for specified days If a file is added or updated If a file uploaded is bigger than expected size If a file downloaded is bigger than expected size If a folder is deleted If a comment is added
Release locks (added in FileCloud 22.1)	{ "days": 7 }	Releases locks on files and folders. days - Number of days after a lock was created on a file or folder to release it.	Perform an action periodically at specified time and interval Perform an action on the specified date Perform an action periodically If a user's create date is older than
Verify file integrity and generate admin alert on mismatch	{ "ignore_file_size_in_mb":"10 " }	Attempts to identify the file type based on its content and checks if it matches the extension. If the file type does not match, then generate admin portal alert. Optional ignore_file_size_in_mb: - Do not scan files larger than this limit specified in megabytes.	If a file is created If a file is updated If a file is deleted If a file is downloaded If a file was not modified for specified days If a file is added or updated If a file uploaded is bigger than expected size If a file downloaded is bigger than expected size If a folder is created If a folder is deleted If a comment is added
Verify file integrity and delete on mismatch	{ "ignore_file_size_in_mb":"10" }	Attempts to identify file type based on its content and checks if it matches its mime type. A MIME type is a string identifier composed of two parts: a "type" and a "subtype". If the file type does not match, then the latest version is deleted users listed in the parameter are notified Optional ignore_file_size_in_mb: - Do not scan files larger than this limit specified in megabytes.	If a file is created If a file is updated If a file is deleted If a file is downloaded If a file was not modified for specified days If a file is added or updated If a file uploaded is bigger than expected size If a file downloaded is bigger than expected size If a folder is created If a folder is deleted If a comment is added

Reporting

Action	Parameters	Details	Compatible IF conditions
Run a report	{ "report_name":"my_report", "comma_separated_email_id":"a@x.com,b@y.com" }	Opens a saved report, runs it, and then sends the results in email. This action requires you to have already created the report from the Admin dashboard. Create a Custom Report report_name: Name of the report to run. The report must already be created in the reports section and that exact report name must be provided here. comma_separated_email_id: Comma separated email ids to be notified after report is run	If a file is created If a file is updated If a file is deleted If a file is downloaded If a file was not modified for specified days If a file is added or updated If a file uploaded is bigger than expected size If a file downloaded is bigger than expected size If a folder is created If a folder is deleted If a user's last login is older than . . . If a new user is created If a user's create date is older than If a comment is added Perform an action periodically at specified time and interval Perform an action on the specified date Perform an action periodically
Generate an email report	{ "comma_separated_email_id":"xyz@a.com,abc@b.com" }	Sends an email to the specified addresses with information about the users matching the criteria. comma_separated_email_id - email ids in comma separated format	If a user's last login is older than . . . If a new user is created (if the user account was created by the user; not applicable if the user account was created by an admin) If a user's create date is older than

Modifying users

Action	Parameters	Details	Compatible IF conditions
Disable user account	{ "comma_separated_email_id":"xyz@a.com,abc@b.com" }	Disables the user account and then sends an email with information about the action performed. comma_separated_email_id - email IDs in comma separated format donot_email_user (optional): Do not send email to the user affected (1 or 0). Default 0.	If a user's last login is older than . . . If a new user is created If a user's create date is older than
Delete user account	{ "comma_separated_email_id":"xyz@a.com,abc@b.com" }	Deletes the user account and then sends an email with information about the action performed. comma_separated_email_id - email IDs in comma separated format donot_email_user (optional): Do not send email to user affected (1 or 0). Default 0.	If a user's last login is older than . . . If a new user is created If a user's create date is older than
Change user status	{ "user_status": "USER_ACCOUNT_LIMITED_ACCESS", "mark_as_verified": 0, "comma_separated_email_id": "xyz@a.com,abc@b.com", "donot_email_user": 0 }	user_account_type - type of account. You must use one of the following values: USER_ACCOUNT_DISABLED_ACCESS USER_ACCOUNT_FULL_ACCESS USER_ACCOUNT_GUEST_ACCESS USER_ACCOUNT_LIMITED_ACCESS (external access) mark_as_verified (optional) - marks the account as verified, so that the user can log in immediately without waiting for the admin to send the verification email. comma_separated_email_id - email IDs in comma separated format donot_email_user (optional) - prevents an email from being sent to the user affected when the status is changed 1 = Does not send an email 0 = Sends an email If nothing is specified, the default is 0	If a user's last login is older than . . . If a new user is created If a user's create date is older than
Set user group	{ "group_name":"Group1,Group2" }	Assigns user to groups. group_name - Comma separated list of groups to assign user to.	If a new user is created If a user's create date is older than
Set user policy	{ "policy_name":"SamplePolicyName", "comma_separated_email_id": "", "donot_email_user": 0 }	Sends an email notification to the listed users that the user's policy was set as the specified policy policy_name - Name of policy to set comma_separated_email_id - email ids in comma separated format donot_email_user 0 (default) send the emails 1 do not send the emails	If a user's last login is older than . . . If a new user is created If a user's create date is older than
Set user properties	{ "policy_name":"SamplePolicyName", "user_status":"USER_ACCOUNT_LIMITED_ACCESS", "comma_separated_email_id": "", "donot_email_user": 0 }	Sends an email notification to the listed users that the user's policy was set as specified and the user access was set as specified policy_name: Name of policy to set. user_status (optional): User status to set. (USER_ACCOUNT_FULL_ACCESS, USER_ACCOUNT_GUEST_ACCESS, USER_ACCOUNT_LIMITED_ACCESS (external access)) comma_separated_email_id (optional): Comma separated emails to notify of workflow action. donot_email_user (optional): Set to 1 to prevent system from notifying user.	If a user's last login is older than . . . If a new user is created If a user's create date is older than

Share actions

Action	Parameters	Details	Compatible IF conditions
Delete the share(s)	None	Delete the share.	If a share has not been accessed for specified days

Device actions

Action	Parameters	Details	Compatible IF conditions
Block the device for admin approval	None	Blocks the device and marks it with "Needs Approval" on the Manage Devices screen	If a new client app connects