Hello ​@samuelportes 

Welcome to the DocuSign Community!

You can create a Smart Rule “Document Rule” in CLM that runs on document to move to their folder.
Create a Document Smart Rule in Docusign CLM this the link to refer how to create Smart Rule.

let me know, if you need further assistance.

Thanks!

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Thank you, ​@Pawan Gangwani !

By trying the document smart rule, I believe there isn’t an option to automatically create folders based on each document’s attributes.

Basically, what I want is to (i) create a folder based on each document’s attributes, and (ii) move each document to its corresponding folder.

Analyzing the options, I think in this case I would necessarily have to input a fixed name for the folder. Is there a way to do this with smart rules? Or do I have to create a workflow for it?

Best,

Samuel

Hey ​@samuelportes 

Smart Rules in DocuSign CLM can be used to move documents, apply attribute groups, manage contacts, and trigger larger workflows.
However, in your case, where you need to create folders dynamically based on each document’s attributes and move the documents accordingly. you would need to create a workflow to achieve that functionality

Thanks!

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Hi everyone,

I know this thread is quite old, but I wanted to share a few thoughts.
Normally, I use workflows to create folders and move files there. However, I recently spent a few hours revisiting how to use XPath expressions in the smart rule interface. It’s not very obvious and feels a bit inconsistent in my opinion. That said, you can dynamically create folders based on attributes and move files into those folders using smart rules, and it works really well.

Feel free to ping me if you need any help with this—I’d be happy to assist!

Tomasz

Hello ​@Tomasz Szostek 

That’s really great, Tomasz and definitely sounds like a valuable new learning opportunity for me as well! If you don’t mind, could you share an example or a snapshot of how you’ve implemented it? Would love to see how you structured the XPath expressions in the smart rule.

Thanks!

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I am also curious to see how this works!!

Hi Guys,  
Sorry for the late reply – I’ve been very busy with work.  

OK, here’s the scenario: You have a ‘flat’ file structure and you want to move files from the current folder into newly created or existing folders, based on the attributes assigned to the files.  

The most convenient way is to handle this in one run, which I describe below, but it is easy to call files indexing to activate the second smart rule from below description.

What I mean in ‘one run’ is creating two smart rules:  
1. The first one assigns attributes using a .csv file (Event: Document entered folder; Filters: Has name like *.csv and InFolder) with Bulk Attribute Import « this is standrd procedure that uses Custom Mapping - hope all is clear. Let me know if not.
2. The second smart rule moves the files (Event: Document indexed; Filters: Has Attribute Value, InFolder) with the action Create Folder and Move Document actions. The clue, and the most importan is to know how to define xPath in the action interface form to call the value of the attribute.

To use file attribute as the name of the folder, you should use the following format: t%//AttributeName/%].

Let’s imagine we have the attribute called “Customer Name” and we would like to move the file to the folder with the same name. 

We should define the action ‘Create Folder’ and define “Enter path” as:

/Home folder/subfolder/subfolder/>%//CustomerName/%]/

In this case ‘Home folder’ and all subfolders are simoly the names of the folders in your path. The most importan is the last part. 

It does not matter which group the attribute belongs to. We are using only the name. We should remove all spaces from the attribute name, that;s why if we have the attribute name: “Customer Name” we should use “CustomerName” in the xPath expression.

It looks like that in my case (I had to blur the name of the customer):

 Let me know in case of any questions.

I hope it will help anybody :)