Skip to main content

Assign Default Value Automation

About the automation

Use this automation to assign default values to free form resource fields that do not have any value set. This automation ensures consistent and accurate data entry and helps scale your catalog curation.

Define the field of the selected resources the automation will check for values. If the field has no value set for it, the value defined in the automation will be set for it. At the end of the run the automation will generate a report informing users about the outcomes.

Please be aware if a user deletes a value set by automation from the UI, thus overriding the automated changes, the automation will not reset the value of the field during its next run. It will respect the alterations made by users from the UI. To prevent users from overriding automated changes, mark such fields as read-only.

Important

Only Organization administrators can view, configure, and run automations.

Configuring the automation

To configure the automation:

  1. On the Organization profile page, go to the Automations tab.

  2. In the Automation templates section, locate the Assign Default Value template. Click the Configure button.

  3. In the Configure Assign Default Value window, on the first screen set the following and click Next.

    • Automation name: A name for the automation.

    • Automation description: A brief description.

  4. In the Configure Assign Default Value window, on the next screen set the following and click Next.

    • Collection: Select the collection for the automation.

    • Resource types: Select the resource types the automation should check.

    • Metadata Field: Select the metadata field for which you want to set the default value.

    • Default value: Provide the default value to be assigned to the field.

  5. On the last screen, select the Trigger Daily option if you want schedule the automation to run daily. After activation, the automation will execute each day within a 30-minute window from the time it was originally created. For instance, if the automation was set up at 3 PM, it will run every day between 3 PM and 3:30 PM. Click Save and continue.

Enabling automations

Once you have finished setting up the automation, the next step is to turn it on. This action will enable the automation to run.

To enable an automation:

  1. On the Organization profile page, go to the Automations tab.

  2. In the Automation section, locate the automation you want to enable and open it by clicking it.

  3. Click the Enable automation link. This option is available only for automations that have never been enabled. If you enable an automation and then disable it, it cannot be enabled again.

Running the automation

To run the automation:

  1. On the Organization profile page, go to the Automations tab.

  2. In the Automation section, locate the automation you want to run. Open the automation details page.

  3. Click the Run button.

  4. After the automation is done running, a report is generated and made available in the Project created for the automation.

Viewing the report

To view the automation run report:

  1. On the Organization profile page, go to the Resources tab.

  2. From the Resources tab of the Organization profile page, locate the Project that contains the report for the automation. View the details captured by the automation. Each time the automation runs, it adds a new report to the same project.

    Please be aware if a user deletes a value set by automation from the UI, thus overriding the automated changes, the automation will not reset the value during its next run. It will respect the alterations made by users from the UI. However, since the automation detects that the field is empty, the resource is still included in the report.

    assign_data_stewards.png

Archiving automations

Important

Once you archive an automation it cannot be enabled again. Only active automations can be archived.

To archive an automation:

  1. On the Organization profile page, go to the Automations tab.

  2. In the Automation section, from the Activated tab, locate the automation you want to archive and open it.

  3. Click the Archive automation link.The archived automation is moved to the Archived tab.

    gov_automation_archive.png