To create a list activation definition, click on the Create a new list activation definition link on the Site Selection page. The Action Selection page is displayed, where you identify the action to be run and the criteria that will trigger the action.
1. Type a name for the list activation definition at the prompt for the Title of this List Activation item. This name will be shown as the Activation Title in the table on the previous page, once this item is saved.
2. At the next prompt, identify the list or library that will trigger the action to be run.
•The drop-down in this section automatically shows all of the lists and libraries in the site identified on the previous page.
•You can identify a different site in the entry field above the drop-down or use the Browse button to locate the desired site and then select the list or library from the drop-down.
3. At the prompt to Select the action to run, identify the site and library where the action to be run is located.
•If there is a library called “Actions Library” in the current site, it is selected by default and all available actions in that library are shown in the drop-down below.
4. All available actions in the selected library are shown in the drop-down below the Actions Library selection. Select the action that you want to be executed when the criteria for this list activation item are met.
•Only one action can be selected here, although Chained Actions are supported.
•All types of actions are supported except for the types listed below. These types of actions will not be included in the drop-down:
o Create Document
o Go to URL
o Print
•Delete List Item actions are supported, but should be selected with caution because with list activations, there is no way to alert the user or confirm a deletion.
IMPORTANT: When selecting actions, keep in mind that these actions will be run automatically; there will be no opportunity for a user to fill out an entry form. If an action requires any information to be provided by a user, it will fail.
5. Select the appropriate radio button from the set of options in the section labeled “Run this action when.” Options are available to run the action when
•Items are either added or edited in the list identified in Step 2 (this is the default)
•Only when new items are added to the list identified in Step 2
•Only when existing items are edited in the list identified in Step 2
6. If you wish, you can select filter criteria to further define when the action should be triggered.
•If you do not want to define a filter, proceed to Step 11.
•Otherwise, use the Model list for filters section to identify a model list or library to reference to determine the columns that should be available for a filter. Use the radio buttons and List or library drop-down to identify the model list.
o The model list identified here does not have to be the same list that triggers the action; it is simply used as a reference to determine available columns for a filter.
7. Click the Add Filter Condition button. A pair of drop-downs is presented so you can identify the column to filter on and the expression to use.
8. Select the column to filter on from the first drop-down and then select the appropriate expression. The page is refreshed and a third entry or selection area presents the appropriate options based on the column selected in the first drop-down.
9. Select or type the desired value in the third portion of the filter.
10. Repeat Steps 7 through 9 to build as many filter conditions as are needed. To remove a filter condition, click the red X to the right of the condition.
11. When you are finished, select the Finish button. The list activation item is saved and you are returned to the Site Selection page. The next time an item in the selected list or library meets the list activation item’s criteria, the identified action will be executed automatically.