Skip to main content

Knowledge Base

Taxonomy Automations

Automate your taxonomy to save yourself as well as other users time and avoid human error at the same time. With automations you can set up rules that trigger a specific outcome when (all) conditions are met. A possible automation is to only display specific metaproperty options after another specified metaproperty option has been selected.

Find out below what automations are possible and start saving time.

Note

This Taxonomy Automations article describes a new feature for the latest version of Metaproperty Management. You may not be using this latest version yet as we've only enabled this version for a limited number of Bynder portals. Read more about the version of our Metaproperty Management that is generally available here.

How to Create Taxonomy Automations?

Check out the various automations that you can set up below. In the Configuration section of Metaproperty Management the automation.png icon indicates per metaproperty that one or multiple automations have been set up.

Tip

When setting up an automation we recommend adding an automation for the opposite action as well.

For example, when the Restricted metaproperty option under the Restrictions metarproperty should automatically apply a watermark, you may want the watermark to be automatically removed as well when you edit the asset and select another metaproperty option for the Restrictions metaproperty. For example when selecting No restrictions under the Restricted metaproperty the watermark should be removed.

The same behavior applies to other automations such as archiving and limited usage as well as prefilling and emptying Text and Date metaproperties.

Archive, Watermark and Limited Usage

You can automatically archive, watermark and/or set assets to limited usage when you select a metaproperty option that belongs to a Single select or Multi select metaproperty. This saves users who upload or edit assets time and reduces the risk of human error as they don't have to manually select these options under Advanced Rights.

For example, by setting up an automation you can ensure that a watermark is automatically applied when users select the metaproperty option Restricted under the Visibility metaproperty.

How to Automatically Archive, Watermark and Set Assets as Limited Usage?
  1. Go to settings_menu.png Settings > Taxonomy > Metaproperties management and click Configuration in the left sidebar.

  2. Click the metaproperty option that contains the metaproperty option that when selected should automatically archive the asset, watermark the asset or set it to limited usage.

  3. Open the Select an option dropdown which you can find next to the metaproperty that you clicked in step 2 to set up the condition(s). Select the metaproperty option(s) that when selected should archive the asset, watermark the asset or set it to limited usage.

  4. Open the dropdown in the Then section and select one of the following options

    • Apply watermark on assets

      This automation option will watermark the asset.

    • Mark assets as archived

      This automation option will archive the asset.

    • Mark assets as limited usage

      This automation option will set the asset to limited usage

  5. Click the Create automation button to create your automation.

How to Automatically Unarchive Assets, Remove Watermarks and Remove Limited Usage?
  1. Go to settings_menu.png Settings > Taxonomy > Metaproperties management and click Configuration in the left sidebar.

  2. Click the metaproperty option that contains the metaproperty option that when selected should automatically unarchive the asset, remove the watermark or remove the limited usage

  3. Open the Select an option dropdown which you can find next to the metaproperty that you clicked in step 2 to set up the condition(s). Select the metaproperty option(s) that when selected should unarchive the asset, remove the watermark or remove the limited usage

  4. Open the dropdown in the Then section and select one of the following options

    • Remove watermark from assets

      This automation option will remove the watermark from the asset.

    • Unmark assets as archived

      This automation option will unarchive the asset.

    • Unmark assets as limited usage

      This automation option will unmark the asset as limited usage.

  5. Click the Create automation button to create your automation.

Dependent Fields

By setting up dependent fields you can decide when to show specific metaproperty options. Declutter your upload and/or single edit screen and only show metaproperty options when they become relevant.

For example when you have a Country and City metaproperty you may not want to show French cities when Germany is selected as country and vice versa. Set up dependent fields to ensure that only the relevant metaproperty options are shown after another metaproperty option has been selected. The automation for this example would be IF the metaproperty option France is selected for the Country metaproperty THEN the metaproperty option Paris that belongs to the City metaproperty should become available in the upload and/or single edit screen.

You can also set up multiple conditions that need to be met before specific metaproperty options are shown. For example when you have a Continent, Country and City metaproperty. You only want to show French cities after users have selected Europe as the continent and France as the country. In this case you can set up an automation with two conditions for the Continent metaproperty to ensure this type of behavior. The automation for this example would be IF the metaproperty option Europe is selected for the Continent metaproperty AND the metaproperty option France is selected for the Country metaproperty THEN the metaproperty option Paris that belongs to the City metaproperty should become available in the upload and/or single edit screen.

How to Set Up Dependent Fields?
  1. Go to settings_menu.png Settings > Taxonomy > Metaproperties management and click Configuration in the left sidebar.

  2. Click the metaproperty that contains one or more options that when selected should display specific options from another metaproperty in the upload screen or single edit screen.

  3. Click the button in the Automations section in the right sidebar.

  4. Open the dropdown in the If section at the top of the screen and select All if all the conditions that you set up need to be met to trigger the desired outcome or select Any if only one of the conditions need to be met to trigger the desired outcome.

  5. Open the Select an option dropdown which you can find next to the metaproperty that you clicked in step 2 to set up the condition(s). Select the metaproperty option(s) that when selected should display another specific metaproperty. For example, if you're setting up an automation for a Country metaproperty select the option France.

  6. (Optional) Click ➕ Add metaproperty to add other conditions to your automation. For example, if you're setting up an automation for a Country metaproperty with the option France you could add the metaproperty Continent with the option Europe. You can add as many metaproperties as needed.

  7. Make sure the dropdown in the Then section is set to Show metaproperty.

  8. Open the Select a metaproperty dropdown in the Then section and select the metaproperty that needs to be displayed when the conditions that you set up are met.

  9. Open the all options dropdown that you can find next to the metaproperty that you selected in step 7.

    • Select all options if all metaproperty options of this metaproperty should be displayed when the condition setup is met.

    • Select specific options if specific metaproperty options should be displayed when the condition setup is met. Use the dropdown Select to select the option(s) that need to be displayed when the condition setup is met.

  10. Click the Create automation button to create the automation.

Downloadable and Non-Downloadable

You can automatically set an asset to downloadable or non-downloadable when you select a metaproperty option that belongs to a Single select or Multi select metaproperty.

By setting up an automation you can ensure that an asset becomes non-downloadable. For example, when users select the metaproperty option Fully Restricted under the Visibility metaproperty.

Follow the steps below to set up an automation for downloadable or non-downloadable.

  1. Go to settings_menu.png Settings > Taxonomy > Metaproperties management and click Configuration in the left sidebar.

  2. Click the metaproperty that contains one or more options that when selected should make the asset downloadable or non-downloadable.

  3. Click the button in the Automations section in the right sidebar.

  4. Open the Select an option dropdown which you can find next to the metaproperty that you clicked in step 2 to set up the condition(s). Select the metaproperty option(s) that when selected should make the asset downloadable or non-downloadable.

  5. (Optional) Click ➕ Add metaproperty to add other conditions to your automation.

  6. Open the dropdown in the Type section and select one of the following options

    • Allow download of assets

      This marks the asset as downloadable.

    • Deny download of assets

      This marks the asset as non-downloadable.

Prefill and Emtpy Text Metaproperties

You can automatically prefill or empty Text and Date metaproperties when you select a metaproperty option that belongs to a Single select or Multi select metaproperty. For example, when selecting the metaproperty option Restricted Use for the Restrictions metaproperty you can ensure that the Disclaimer metaproperty is prefilled with the desired disclaimer text. When someone edits the asset and changes the Restrictions metaproperty from Restricted Use to Free to Use you may want the Disclaimer metaproperty to be cleared.

How to Prefill Text and Date Metaproperties?
  1. Go to settings_menu.png Settings > Taxonomy > Metaproperties management and click Configuration in the left sidebar.

  2. Click the metaproperty option that contains the metaproperty option that when selected should automatically prefill a Text or Date metaproperty.

  3. Open the Select an option dropdown which you can find next to the metaproperty that you clicked in step 2 to set up the condition(s). Select the metaproperty option(s) that when selected should prefill a Text or Date metaproperty with text.

  4. (Optional) Click ➕ Add metaproperty to add other conditions to your automation.

  5. Open the dropdown in the Then section and select the Prefill metaproperty option.

  6. Open the Metaproperty dropdown and select the Text or Date metaproperty that you want to prefill.

  7. Enter the desired text the metaproperty should be prefilled with in the Prefill text field.

  8. Click the Create automation button to create your automation.

How to Empty Text and Date Metaproperties?
  1. Go to settings_menu.png Settings > Taxonomy > Metaproperties management and click Configuration in the left sidebar.

  2. Click the metaproperty option that contains the metaproperty option that when selected should automatically empty a Text or Date metaproperty.

  3. Open the Select an option dropdown which you can find next to the metaproperty that you clicked in step 2 to set up the condition(s). Select the metaproperty option(s) that when selected should empty a Text or Date metaproperty with text.

  4. (Optional) Click ➕ Add metaproperty to add other conditions to your automation.

  5. Open the dropdown in the Then section and select the Empty metaproperty option.

  6. Open the Metaproperty dropdown and select the Text or Date metaproperty that you want to empty.

  7. Click the Create automation button to create your automation.

How to Edit Taxonomy Automations?

  1. Go to settings_menu.png Settings > Taxonomy > Metaproperties management and click Configuration in the left sidebar.

  2. Click the metaproperty for which you want to edit the automation. The automation.png icon indicates per metaproperty that one or multiple automations have been set up.

  3. Hover over the automation in the right sidebar, click the hamburger_menu.png button and click Edit.

  4. Make the necessary changes in the automation.

  5. Click Save to save the changes.

How to Delete Taxonomy Automations?

  1. Go to settings_menu.png Settings > Taxonomy > Metaproperties management and click Configuration in the left sidebar.

  2. Click the metaproperty for which you want to delete an automation.

  3. Hover over the automation in the right sidebar, click the hamburger_menu.png button and click Delete.

  4. Read the warning message carefully, tick the I'm sure I want to delete this automation option and click Yes, delete if you wish to permanently remove this automation.

    Note

    This action is permanent and can't be undone.

Learn More