Document Rules 📄

Document rules turn information already in Canyou into a PDF and send it straight to another system you use - no downloading a file and uploading it somewhere else by hand.

---

What it does#

A document rule is set up once. From then on, Canyou watches for the event you chose and automatically creates and uploads a PDF whenever it happens. A rule is built from two parts:

• Which document - what should trigger the PDF, and what goes in it. This can be a whole workflow being completed, a single task being completed, or a certification being approved.
• Where to - which connected system the PDF is sent to. Canyou can connect to a number of different systems, so you choose from whichever ones your business has set up.

To get started, go to Automation > Document Rules in the left-hand menu. Every rule you've created is listed here, along with the systems you're connected to.

---

Creating a rule#

1. Click New rule and give it a Rule name.

2. Under Which document, choose what should trigger the PDF:

   • A workflow is completed - one PDF covering the whole workflow.
   • A task is completed - one PDF of a single task, like a form.
   • A certification is approved - the certification's details plus any files uploaded with it.

   For a task-based rule, also choose which tasks it applies to - either any task of a chosen type across every workflow (including ones added later), or one specific task in one workflow.

3. Under Where to, pick which connected system the PDF should go to. Only systems your business has already connected are shown here.

4. Under Upload settings, set the File name - type text and use the Insert field button to add details like the user's name or the completion date, so every file is named consistently. Adding a / puts the file into a folder.

   As you fill in the form, the Preview panel on the right shows exactly what will happen, using a sample record - including the file name, a short description, and how many users currently match the rule.

5. Click Create rule to save. The document and destination can't be changed after a rule is created, so it's worth checking the preview before saving.

---

Connecting a system#

The Document Rules page shows a tile for each system - connected ones are marked Connected, and ones you haven't set up yet are marked Not connected and link through to Settings > Integrations to connect them.

Don't see the system you need? Click the Request a system tile to let Canyou know which one to add next.

If nothing is connected yet, New rule stays disabled until at least one system is connected, since a rule always needs somewhere to send its PDFs.

---

Tracking uploads#

Open a rule to see how it's going. A stats row shows how many documents are Uploaded, Uploading, Waiting, or Failed, and you can click through any of these to see the matching uploads. A rule can be paused and resumed at any time from this page without losing its settings - while paused, new documents are held rather than uploaded.

Already have matching records from before the rule was created? Click Upload past documents to backfill them in the background.

For a single view across every rule, go to Automation > Document Uploads. Search or filter by user, rule, file name, or status, and retry any failed uploads individually or in bulk by selecting them and clicking Retry.

---

A few things to know#

• Uploading a file with the same name as an earlier one replaces that earlier copy rather than creating a duplicate.
• Renaming a rule doesn't rename documents it's already uploaded.
• A paused rule can still be viewed and its past uploads tracked - it just won't start any new ones until it's turned back on.
• If a connected system is later disconnected, its rules are paused automatically until it's reconnected.

---

Next

Creating a Reminder

→