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@@ -238,7 +238,7 @@ do not have an owner set.
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### Default permissions
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Default permissions for documents can be set using consumption templates.
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Default permissions for documents can be set using workflows.
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For objects created via the web UI (tags, doc types, etc.) the default is to set the current user
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as owner and no extra permissions, but you explicitly set these under Settings > Permissions.
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@@ -255,29 +255,42 @@ permissions can be granted to limit access to certain parts of the UI (and corre
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In order to enable the password reset feature you will need to setup an SMTP backend, see
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[`PAPERLESS_EMAIL_HOST`](configuration.md#PAPERLESS_EMAIL_HOST)
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## Consumption templates
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## Workflows
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Consumption templates were introduced in v2.0 and allow for finer control over what metadata (tags, doc
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types) and permissions (owner, privileges) are assigned to documents during consumption. In general,
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templates are applied sequentially (by sort order) but subsequent templates will never override an
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assignment from a preceding template. The same is true for mail rules, e.g. if you set the correspondent
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in a mail rule any subsequent consumption templates that are applied _will not_ overwrite this. The
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exception to this is assignments that can be multiple e.g. tags and permissions, which will be merged.
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!!! note
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Consumption templates allow you to filter by:
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v2.3 added "Workflows" and existing "Consumption Templates" were converted automatically to the new more powerful format.
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Workflows were introduced in v2.3 and allow for finer control over what metadata (tags, doc
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types) and permissions (owner, privileges) are assigned to documents. Workflows can have multiple 'triggers'
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and 'actions'. Triggers are events (with optional filtering rules) that will cause the workflow to be run
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and actions are the set of sequential actions to apply. Currently, there are three events that correspond
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to workflow trigger 'types':
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- Consumption: fires _before_ a document is consumed, so events can filter by e.g. source (mail, consumption
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folder or API) and file path
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- Added: fires _after_ a document is added. At this time path and source information is no longer available but the document
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has had document type, tags, etc. assigned so these can now be used for filtering.
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- Updated: fires when a document is updated. Similar to 'added' events, can include filtering by tags, doc type, or
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correspondent
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In general, workflows are applied sequentially (by sort order) but the behavior of consequtive workflows depends on the type.
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"Consumption" workflows will never override an assignment from a preceding workflow. "Added" and "Updated" workflow triggers
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will overwrite these values (since these are immediately assigned to the document). Titles are always overwritten by
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subsequent workflows. Assignments that accept multiple items e.g. tags, custom fields and permissions will be merged.
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Workflows allow you to filter by:
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- Source, e.g. documents uploaded via consume folder, API (& the web UI) and mail fetch
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- File name, including wildcards e.g. \*.pdf will apply to all pdfs
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- File path, including wildcards. Note that enabling `PAPERLESS_CONSUMER_RECURSIVE` would allow, for
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example, automatically assigning documents to different owners based on the upload directory.
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- Mail rule. Choosing this option will force 'mail fetch' to be the template source.
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- Mail rule. Choosing this option will force 'mail fetch' to be the workflow source.
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- Tags (`Added` and `Updated` triggers only). Will filter for documents with any of the specified tags
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- Document type (`Added` and `Updated` triggers only). Filter documents with this doc type
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- Correspondent (`Added` and `Updated` triggers only). Filter documents with this correspondent
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!!! note
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You must include a file name filter, a path filter or a mail rule filter. Use * for either to apply
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to all files.
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Consumption templates can assign:
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Workflows can assign:
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- Title, see [title placeholders](usage.md#title-placeholders) below
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- Tags, correspondent, document types
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@@ -285,21 +298,21 @@ Consumption templates can assign:
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- View and / or edit permissions to users or groups
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- Custom fields. Note that no value for the field will be set
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### Consumption template permissions
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### Workflow permissions
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All users who have application permissions for editing consumption templates can see the same set
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of templates. In other words, templates themselves intentionally do not have an owner or permissions.
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All users who have application permissions for editing workflows can see the same set
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of workflows. In other words, workflows themselves intentionally do not have an owner or permissions.
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Given their potentially far-reaching capabilities, you may want to restrict access to templates.
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Given their potentially far-reaching capabilities, you may want to restrict access to workflows.
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Upon migration, existing installs will grant access to consumption templates to users who can add
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Upon migration, existing installs will grant access to workflows to users who can add
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documents (and superusers who can always access all parts of the app).
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### Title placeholders
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Consumption template titles can include placeholders, _only for items that are assigned within the template_.
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This is because at the time of consumption (when the title is to be set), no automatic tags etc. have been
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applied. You can use the following placeholders:
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Workflow titles can include placeholders but the available options differ depending on the type of
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workflow trigger. This is because at the time of consumption (when the title is to be set), no automatic tags etc. have been
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applied. You can use the following placeholders with any trigger type:
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- `{correspondent}`: assigned correspondent name
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- `{document_type}`: assigned document type name
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@@ -314,6 +327,17 @@ applied. You can use the following placeholders:
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- `{added_time}`: added time in HH:MM format
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- `{original_filename}`: original file name without extension
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The following placeholders are only available for "added" or "updated" triggers
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- `{created}`: created datetime
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- `{created_year}`: created year
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- `{created_year_short}`: created year
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- `{created_month}`: created month
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- `{created_month_name}`: created month name
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- `{created_month_name_short}`: created month short name
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- `{created_day}`: created day
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- `{created_time}`: created time in HH:MM format
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## Custom Fields {#custom-fields}
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Paperless-ngx supports the use of custom fields for documents as of v2.0, allowing a user
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shamoon