Create a File Task | Asite Playbook Help Centre

In this article, we will explain how to use files within the Playbook. For a detailed understanding of the form type of task, please refer to this document.

To create a file task for your plan, click on the blue icon at the top right corner of your package or sub-package and select "File".

The window will pop up with two options to choose from: Create File from Template, Create Placeholders, Rules - Doc. Refs. and Rules - Folder.

Create File from Template

To set up this task, both the admin and the task owner must subscribe to aDrive Desktop. This allows you to edit, update, and synchronize template files stored on Asite Cloud. If you lack an aDrive Desktop subscription, we suggest using App Builder to create forms, or reach out to our Professional Services team, which can help you develop custom forms and templates.

Click on "Create File from Template" and select the file you would like the task owner to use as a basis for their file.
Next, click on "Insert new Template".
You will be asked to specify the Folder Path, where you would like the file to be uploaded. Click on "Create Task" to finish.
When you view the packages and sub-packages, you'll see the task added, and the number next to the checkmark updated. For example, if it says 0/1, it means there is one document to submit within this task. Click on the chevron to the right to see the requested file and its details.

Create Placeholders

Once you select "Create Placeholders", click on "+Add New Placeholder Item" and fill in the requested information, such as the Due Date, Doc Title, and Purpose of Issue. The Doc Ref will be automatically populated after completing the next step.
Choose the folder where you want the placeholder file to be placed (Folder Path).
Next, You will be prompted to fill up attributes specific to the folder you selected (read this article to find out more about the project's attributes) This data will be used to create a unique Doc Ref for your file.
You can create as many placeholders as you need under a single task, in the example below, we made two placeholders. Click on "Create task" once ready.
When you view the packages and sub-packages, you'll see the task added, and the number next to the checkmark updated. For example, if it says 0/2, it means there are two documents to submit within this task. Click on the chevron to the right to see the requested file and its details.

Rules - Doc. Refs.

Using "Rules - Doc. Refs" you create conditions for existing files or placeholders to meet specific criteria to complete the task. For example, we want certain files to achieve the status of "Approved".

After clicking on "Rules - Doc. Refs", you will need to specify the folder where the documents are located.
You will be directed to your chosen folder. Select the files of interest and click on "Associate and Clone".
After selection, you can review the files you've chosen, add more, or remove some as necessary. Once you are satisfied with your selections, click "Next".
You will need to select the criteria that the files must meet to complete the task. Options include "Status change", "Purpose of issue", or you can choose custom attributes. For our example, we want the selected files to achieve the status of "Approved." Once you have made your selections, click "Save".
Finally, double-check the files and rules you have created, and then click on "Create Task".
When you view the packages and sub-packages, you'll see the task added, and the number next to the checkmark updated. For example, if it says 0/2, it means there are two documents linked for this task. Click on the chevron to the right to see the requested files and their details.

Rules - Folder

Using "Rules - Folder" you can create conditions for files and placeholders that either already exist in the folder or are expected to be uploaded there. These conditions need to be met for tasks to be completed. For example, you may want certain files in the folder to reach the status of "Approved".

After clicking on "Rules - Folder" you will be prompted to specify the location of the files you want to set rules for. Once you are ready, click "Next".
Next, select the criteria that files must meet to complete the task. You can choose one or more options from "Status change", "Purpose of Issue", or select custom attributes. In our example, we would like the files in our specified location to reach the status of "Accepted". Once you are ready, click "Save".
Finally, review all the information and click "Create Task".
When you view the packages and sub-packages, you'll see the task added, and the number next to the checkmark updated. For example, if it says 0/1, it means there is one document to link to complete the task. Click on the chevron to the right to see the task details.