Create a custom automation

Build an automation from scratch when no template fits. Automations let you enforce your governance plan: they can trigger flows built with Power Automate, Azure Functions or Logic Apps, or send notifications by email or Teams, for example whenever a policy is violated.

Before you begin

• Your Rencore role includes the Create Automation permission. Owner, Admin and Contributor have it. See Rencore roles.

Steps

Open the builder

1. Click Automation on the Nav Panel.

2. Click Add Automation on the right. The Automation Template Library opens.

3. Click Create Custom Automation.

   

Set the trigger

Decide which trigger the automation uses: “Manually”, “On Schedule” or “On Policy Violation”. See the available triggers.

1. Click the trigger in the flow and choose the trigger in the dialog.

2. Depending on the trigger, select:

   • the inventory object, if you chose “manually”
   • a Policy for the trigger to run, if you chose “on policy violation”
   • a Policy or Inventory object and the recurrence, if you chose “on schedule”

3. Click Save to save the trigger.

   

Add the actions

1. In the automation flow, click + to add the next action.

   

2. Select the action from one of these categories: Archiving, Automation blocks, Change property, Change relation, Delete content, Invoke, Request, Modify relation, Notification, Provisioning, Restore, Content, Schedule, Sharing.

   

3. Fill in the fields of the action (e.g. for a Condition, the filters) and click Save.

   

4. For a condition, click + in each branch to add an action to it (e.g. sending an email). Enter the criteria of each action and save it. Repeat as many times as needed.

   

5. When all actions are configured, click Next in the top right.

Add the details

1. In the Title field, enter a unique name for the automation.

   A green tick appears when the title is unique, so you can save. The title is limited to 50 characters and the description to 250 characters.

2. In the Description field, enter a description for the automation.

3. Review the Category, select a new one from the drop-down, or type a new custom category in the field.

4. Review the Priority: Low, Medium or High. The default is Low. Use it to give some automations a higher priority than others.

   Info: Priorities do not block each other (for example, a "Low" priority automation is NOT blocked because a "High" priority automation is scheduled).

5. Review the Threshold limit. It is shown for automations triggered “On Policy Violation” or “On Schedule”. Enter a value and select ”%” (a percentage of the objects) or “123” (a number). New custom automations start at 20%. Leave the field empty to run the automation without a limit. When the limit is reached, the automation stops processing new objects for that day, and Rencore Governance emails the recipients of the Thresholds in Automation notification.

   • With 20%, the automation runs for 20% of your total value. For example, with 100,000,000 file shares it runs up to 20,000,000 and then stops processing more. This is handy if you want the automation to run in bite-sized operations.
   • With a value of 110 (“123”), the automation stops processing new items once it reaches 110. This is useful for testing an “on policy violation” automation.

6. Review the Icon or select a new one from the drop-down. This is usually the connector the object belongs to.

7. Click Done in the top right corner.

   

8. When asked “Do you also want to enable this automation or just save it as a draft?”, click Save and enable to turn it on straight away, or Save as draft to save it without turning it on.

   

What you see

Rencore Governance opens the details page of the automation.