# Automation Workflows

## What are automation workflows?

The Be.**Smart** Connector has workflows that users can build with triggers and actions. A trigger can be for example a schedule (every Monday at 9 AM) and an action can be 'Copy files' (move files from a folder in Forma to a Bluebeam Session)

## Scheduler - Setting up a workflow

Go to Scheduler on the left panel of the Connector:

<figure><img src="/files/LYnwLlAPaVJC6bQRl1cz" alt=""><figcaption></figcaption></figure>

See the 'New workflow' button on the upper right. Click to create a new workflow.

You will get a templete with a 2 boxes:

* Trigger: Recurrence - A recurring schedule that will trigger the following action
* Action: Copy Files - A action that will copy files from one source to one destination

<figure><img src="/files/TsUwyNvQnIVSBQPRsqgv" alt=""><figcaption></figcaption></figure>

### Edit Workflow

Click on the boxes to edit the different steps in the workflow. You can change the trigger type from the small ⚡️ mark on the right upper corner.

#### Edit Trigger Schedule Recurrence

Click on the the Trigger box to edit it and a right panel will open.

Fill in the desired schedule. You can have it for every day or selected days of the week.&#x20;

The start and end dates are optional settings.

{% hint style="info" %}
If once a week is too often, try setting a single date by changing the trigger type with the ⚡️ button.
{% endhint %}

<figure><img src="/files/Bik00IUszlkMMu1spuro" alt=""><figcaption></figcaption></figure>

#### Edit Action Copy Files

Click on Copy files to edit the source and destination. You have to have valid connections to at least one source to be able to create a workflow.

If you don't have connections, do to Connections to set them up.

{% content-ref url="/pages/myZ7kzcSeEbpGNqar814" %}
[Connections & Management](/besmart-connector/connections-and-management.md)
{% endcontent-ref %}

<figure><img src="/files/0OYg8d4OQvj1CLQAd5xp" alt=""><figcaption></figcaption></figure>

The source and destination work the same way. Both work a folder level access or a single Bluebeam Session.

For Autodesk Forma and Bluebeam Projects, the selected folder will be copied with all subfolders included to the destination.&#x20;

If a Bluebeam Session is selected, all of the files are copied to the destination.

All changes will be reflected into the boxes as a preview.

<figure><img src="/files/ylQwN7gpwlB2V3JETSxT" alt=""><figcaption></figcaption></figure>

Copy File Settings is for setting the copy mode.

You can choose from two options:

* New files only
* Overwrite all

Typically user will set up the workflow like this:

* Forma >> Bluebeam Session: **New files only**

  * In Bluebeam Sessions you cannot overwrite files.

  <figure><img src="/files/qViYDWNs1HdswSlY75eP" alt=""><figcaption></figcaption></figure>
* Bluebeam Session >> Forma: **Overwrite all**
  * In Forma the version control will preserve all version history and overwriting is safe.
*

```
<figure><img src="/files/JcFSsr9fYHBXQAaQVctn" alt=""><figcaption></figcaption></figure>
```

* Bluebeam Projects depend on your policy on version control and workflow setups.
  * You will loose markups if you overwrite files in a Bluebeam Project.

#### Saving workflow and running a workflow

Once your settings are right click on Save workflow. Give a name and the description is optional.

<figure><img src="/files/087exq4YYGqiMqVrLdye" alt=""><figcaption></figcaption></figure>

To run and view the status of the workflow, return to the main view of the Scheduler by clicking on 'Scheduler'.

<figure><img src="/files/YJjRzPZnrZWvHqpC2rY7" alt=""><figcaption></figcaption></figure>

#### Scheduler - Workflow table view

You can see all your schedules in one view in the table view.

You can wait that the schedule runs on its own or click on 'Run now' to perform the action.

Once the run has finnished you will see the results in the Last Status and Last run columns. For more details you can go to **logs** from the 3 dots at the end of the line.

<figure><img src="/files/Dh9uTPQpnyDr1JbgSLe8" alt=""><figcaption></figcaption></figure>

Once you have more workflows the view will have all of them. The workflows also work as mapping certain sources to certain destinations without having a active automation running. By turning of the active mode (status column) the workflow is paused and will run only if it is turned back on or 'Run now' is clicked.

If needed to you see more details of the workflow and edit it from the edit button.

<figure><img src="/files/aZQmcpN4ljF5Pa0p2yKE" alt=""><figcaption></figcaption></figure>

From the 3 dots you can go to Logs. There you can see all past runs for the that workflow. Open a date and click on the node logs for more details.

<figure><img src="/files/q60j71HPmVKb2hmesPRN" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
We are improving the workflows with more updates soon! Please use the feedback button to share any ideas or issues you may face!
{% endhint %}


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