# Knowledge Drive Automation

Knowledge Drive Automation allows users to create automated workflows for files and folders stored inside Knowledge Drive. It helps teams automatically perform actions when new files are added to a folder or when a scheduled time is reached.

Since Knowledge Drive is used for storing and organizing documents, automation can be used to process uploaded files, notify users, trigger workflows, and reduce manual tasks.

### Steps for knowledge drive automation

#### 1. Create a Folder in Knowledge Drive

Before setting up automation, first create a folder in **Knowledge Drive**.

A Knowledge Drive uses a folder-based structure to help teams store, organize, and manage files such as documents, images, spreadsheets, and media files. Users can create folders, upload files, organize subfolders, add tags, manage file details, and connect content to automation workflows.

To create a folder, 

1. Open Knowledge Drive and click Create Folder. 
2. Enter the folder name, description, and tags. You may enable Auto Tagging and click Generate 5 Tags to create suggested tags automatically. 
3. Click Create to save the folder. Once created, the folder is ready for file uploads, content management, and automation setup.

For complete instructions on creating and managing folders, files, and tags, see the [Knowledge Drive](/imbrace-documentation/knowledge-hub/knowledge-drive.md) section.

#### 2. Open Folder Automation Settings

Navigate to **Knowledge Drive** and locate the folder where automation is required.

Click the **three-dot menu** beside the folder and select **Automation**. This opens the **Board Automation** page for the selected folder, where users can create, manage, and monitor folder-based automation workflows.

<figure><img src="/files/crYkFfgBgI56HRurxLs7" alt=""><figcaption></figcaption></figure>

#### 3. Create an Automation

Inside the Board Automation page, click New Automation.

<figure><img src="/files/143UTnLbkhx5F21XdCwS" alt=""><figcaption></figcaption></figure>

Provide the required automation information, including&#x20;

* **Automation Name:** Enter a clear and recognizable name for the workflow.
* **Automation Description:** Add internal notes or describe the purpose of the automation.

<figure><img src="/files/M7S4FWvp1Y6qhzOWHdAG" alt=""><figcaption></figcaption></figure>

* **Triggered Condition:** Select the event that will activate the automation. Available options include:

  * **By events in the Knowledge Drive folder** – Triggers automation when folder is created, deleted or updated in the selected folder.
  * **By set scheduled time** – Triggers automation based on a defined date and time schedule. This option runs automation based on a defined schedule. Users can configure:
    * Trigger frequency (every day, week, etc.)
    * Trigger time
    * Start date and time

  This is useful for recurring workflows.

<figure><img src="/files/K5mMbDOIB9hbEB0I0CCy" alt=""><figcaption></figcaption></figure>

* Users may also define **Target Folders** to apply the trigger to:
  * All folders
  * Selected folders only

<figure><img src="/files/fk1pygPKfeCZ5STp8ok4" alt=""><figcaption></figcaption></figure>

This ensures automation only runs for relevant locations.

* **Triggered Workflow:** After choosing the trigger, select the workflow that should execute when conditions are met. Click the Triggered Workflow dropdown and choose or create a workflow.

<figure><img src="/files/aeuc42z4PLV8xoPbSxKH" alt=""><figcaption></figcaption></figure>

You can edit the workflow to get your desired trigger. To do so, select the workflow from the list of triggered workflow and click on Edit Workflow.&#x20;

<figure><img src="/files/CD9irmitAWSV8hcc3fTm" alt=""><figcaption></figcaption></figure>

This opens the workflow builder. The workflow builder allows users to visually design automation processes. Users can set the below parameters of the workflow:

* Workflow Name
* Category
* Trigger source
* Actions and steps
* Integrations
* Logic conditions

<figure><img src="/files/Fo6a4P3mjCahhHwuYbuh" alt=""><figcaption></figcaption></figure>

The builder uses a drag-and-drop interface for easy workflow creation.&#x20;

For complete instructions on creating and managing workflows, see the [workflow](/imbrace-documentation/workflows.md) section.&#x20;

#### 4. Publish the Workflow & Create Automation

Once configuration is complete:

* Review all steps
* Ensure required connections are authenticated
* Test sample data if available
* Click **Publish**
* Click **Create** to apply the knowledge drive automation.

Now, the automation becomes active.&#x20;

<figure><img src="/files/m9IG0PW4SYHgpp8jJv3L" alt=""><figcaption></figcaption></figure>

The new automation applied to the knowledge drive will be displayed in the left side navigation bar. Users can add more automation as desired, following the same steps.&#x20;

<figure><img src="/files/djv24updiPkCnMVAKdQx" alt=""><figcaption></figcaption></figure>


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