Creating File Triggers

A file trigger initiates a new task whenever a file is created, modified, or deleted in a specified location.

Files can reside in two folder options:

  1. File Systems: local and network folders

  2. Sharepoint (on-premises version) folder

To create a file trigger:

Each robot that could have a task assigned to based on this trigger must have connectivity and access rights to the specified root folder (so that it can read and act on the folders/files within it)

The Nintex RPA Server must also have access to this folder (to monitor it)

  1. Select the folder type File systems

  2. Enter the folder path of the root folder that the trigger should monitor in the Folder field

  3. Tick the Include Folders check box if you want the trigger to monitor subfolders as well

  4. Enter the file name of the file the trigger should monitor in the File field

    • You can use an asterisk as a wildcard for one or more characters within the file name, for example:

      • If you enter the filename *.docx, the trigger will look for files with a *.docx extension (such as invoice1.docx and premium notice.docx)

      • If you enter the filename *invoice.*, the trigger will look for files with the word invoice in the filename (such as december 2017 invoice.xlsx and invoice122017.pdf)

  5. Indicate one or more event(s) for which the trigger should monitor

    6. When you select the option to monitor a new file/folder, the option Include existing files becomes enabled. Select this option if you wish the trigger to initiate tasks based on files existing in the specified folder at the time the trigger is created.

  6. Enter the Monitoring frequency (the acceptable range is from 20 sec to 300 seconds)

  7. (optional) By default, the system logs in to network folder using the Windows Login credentials. For files on a network, you can select to use a credential from the credential vault, or, you can enter another user name and password combination manually.

    • To select a credential from the credentials vault: Select From vault. Select a credential from the list

    • To add credentials manually: Select Manually. Enter the User name and the Password

  1. Select the folder type Sharepoint.

  2. Enter the Webdav path of the root folder that the trigger should monitor.

  3. NOTE: to get the Webdav path, open the folder in Sharepoint and click Copy Link in the menu bar.

    • You can use an asterisk as a wildcard for one or more characters within the file name, for example:

      • If you enter the filename *.docx, the trigger will look for files with a *.docx extension (such as invoice1.docx and premium notice.docx).

      • If you enter the filename *invoice.*, the trigger will look for files with the word invoice in the filename (such as december 2017 invoice.xlsx and invoice122017.pdf).

  4. Tick the Include Subfolders checkbox if you want the trigger to monitor subfolders as well.

  5. Enter the file name of the file the trigger should monitor.

  6. Indicate one or more event(s) for which the trigger should monitor.

    NOTE: When you select the option to monitor a new or renamed file, the option INCLUDE EXISTING FILES becomes enabled. Select this option if you wish the trigger to initiate tasks based on files existing in the specified folder at the time the trigger is created.

  7. Enter the Monitoring frequency (the acceptable range is from 20 sec to 300 seconds).

  8. To log into Sharepoint: You can select to use a credential from the credential vault, or, you can enter another user name and password manually.

    • You can use an asterisk as a wildcard for one or more characters within the file name, for example:

      • If you enter the filename *.docx, the trigger will look for files with a *.docx extension (such as invoice1.docx and premium notice.docx).

      • If you enter the filename *invoice.*, the trigger will look for files with the word invoice in the filename (such as december 2017 invoice.xlsx and invoice122017.pdf).

    • To select a credential from the credentials vault: Select From vault. Select a credential from the list.

    • To add credentials manually: Select Manually. Enter the User name and the Password.

Take special care with Microsoft Office files

Microsoft Office creates temporary files when documents are opened. As a result, editing Office files directly within the monitored folder may cause unexpected results (e.g., the trigger may initiate multiple tasks for a single file modification).

Renaming files

When you set the File trigger to monitor renamed file events, keep in mind that the trigger monitors the new name of the file, not the change in the old name.

For example: Say you have set the trigger to monitor the file name 1.2*.exe and ticked the New (or renamed) file check box. If you change the file to, say, John.exe, the event will not be identified as a renamed file. However, if you have a file called John.exe and you change the name to 1.2x.exe, the renamed file is identified as renamed.