CELUM Content robots

Depending on whether you are adding an asset that originally came from CELUM Content or an asset uploaded in CELUM Work, you can choose between different outcomes in CELUM Content.

• Asset added from CELUM Content, depending on your choice, can be:

• Linked to another collection/node in CELUM Content.

• Moved to another collection/node in CELUM Content.

• Uploaded as new versions of existing assets in CELUM Content.

• Uploaded asset will be added as new assets to the selected collection in CELUM Content.

Choose between uploaded and added assets

1. Go to the "Taskboard and robots" part of the wizard and select a list on the taskboard.
   

   A list with one or more CELUM Content robots set cannot be deleted!

2. Click on the robot icon in the "Robots" section on a specific list

3. In the menu, hover over the "CELUM Content" menu entry.
   

   If you don't see the "CELUM Content" menu entry in the menu, you need to select a CELUM Content repository in the "Repository" drop-down menu. You can do this in the "Workroom details" part of the wizard.

4. In the CELUM Content robots menu, choose between:

• Assets added from CELUM Content. In this case, the added assets are added back to CELUM Content. You can choose the outcome when creating a robot.

• Assets uploaded to CELUM Work. In this case, the current versions of the uploaded assets are added to CELUM Content as new assets.

5. Click on one of the options. A "Create new robot" dialog opens:
   

   For assets added from CELUM Content:

   For assets uploaded to CELUM Work:

Create the robot

Once you made the selection between adding already added or uploaded assets, you can start creating the robot in the "Create new robot" dialog. This is a 4-step process:

1. Choose a trigger action by clicking on the drop-down menu :

• a Workroom is finished,

• a task is moved to a list,

• a task is created on a asset,

• an asset is attached to a task.

  You can define multiple different CELUM Content robots on the same list. Only the "when a Workroom is finished" robot cannot be combined with other CELUM Content robots.

2. Choose the outcome, i.e. the action that will happen in CELUM Content when the assets are added.

3. Select a target collection by clicking the collection chooser icon . The target collection is where your assets will be added.

   When adding an already added asset as a new asset version, the collection chooser will not be displayed.

4. Finalize the robot creation by clicking  "Create" when you are finished with the setup. A new robot chip appears on the selected list. When the robot is triggered on a list, the assets are added to CELUM Content according to your settings.
    

When creating a "for assets added from CELUM Content" robot (with moving tasks or finishing a Workroom as trigger actions), you have the option to delete the task content in CELUM Work:

1.  Open the CELUM Content robot creation dialog.

2. In the dialog,  select the option "move task content to the trash bin".

3. When the robot is activated, all task attachments will be moved or added to the selected collection in CELUM Content and moved to the trash bin in CELUM Work.

   You can still restore the assets from the trash bin or delete them permanently.

Uploaded assets are those that were uploaded directly to CELUM Work and do not exist in CELUM Content.

Added assets are those that are added to CELUM Work from CELUM Content.

CELUM Content robots will not be displayed in 2 cases:

• No repository has been set for a Workroom. In this case, go to the "Workroom details" and select a repository.

• Your CELUM Content version doesn't support these robots. In this case, please update your CELUM Content to the latest version.

If a CELUM Content robot is disabled, this means that all possible robots of that type are already in use.

If the adding fails, a descriptive error snackbar will appear in the lower part of the screen that will tell you the reason behind the failure. Frequent reasons for this may be:

• You don't have the necessary CELUM Content permissions.

• You're adding to a strict collection and the assets are missing mandatory metadata.

• The assets in CELUM Content have been deleted or moved.

• The target collection was deleted.

• When the outcome of the robot is to link the assets to the target collection, the assets stay in their source collection in CELUM Content and are additionally linked to the target collection.

• When the outcome is to move the assets to the target collection, the assets are permanently removed from their source collection in CELUM Content. From then on, the assets only exist in the target collection.

This situation may have happened because the Workroom creator didn't have the necessary CELUM Content permissions. If, for example, the creator doesn't have the permission to see a collection in CELUM Content, the robot will be visible on a task list, but will not be active.