File actions

A File actions step works on files inside an Intellistack Streamline workflow. You can merge several files into one, convert files to another format, or import a file from a public web address. The result is a workflow file that a later step can use, including Sign, Collaboration, and notification attachments.

The person completing the session does not see this step. It runs in the background after the files it needs are available.

Who Has Access?

Anyone who can edit the workflow can add a File actions step. There is no separate permission and no admin setup.

The step is available to organizations running the current session engine. If you do not see it, contact Support.

Key Capabilities

• Merge files. Combine files already in the workflow into one file, in the order you set, and name the result.
• Convert files. Convert each selected file to a target format. You can apply the same settings to every file, and you can compress the converted files into a ZIP.
• Import files. Bring a file into the workflow from a public HTTPS URL. Type the URL, or map it from an earlier step such as an incoming webhook or a form field.
• One operation per step. A step merges, converts, or imports. To do more than one, add another File actions step and map the previous output.
• Usable downstream. Each output appears in the data panel as the file, the file name, and the file extension.

Add a File actions step

1. Open the workflow.
2. Click the plus (+) button on the canvas and select File actions.
3. Choose one mode: Merge files, Convert files, or Import files.

Note: Changing the mode later, or adding or removing a file, changes the step's output. Any later step that already maps this output needs to be mapped again. Renaming the file, or changing its output format, keeps the existing mapping.

Merge files

1. Select Merge files.
2. Add the files to include, in the order they should appear in the combined file.
3. Enter the output name.
4. Choose the output format.
5. Close the step.

The step produces one file. Map that file in the next step that needs it.

Example: prepare one packet for signature

Suppose a participant uploads a supporting PDF and a Document step generates a DOCX file. Add Merge files after those steps, place the generated document first, place the uploaded PDF second, and choose PDF as the output. Map the combined PDF into the Sign step so the signer receives one packet.

Convert files

1. Select Convert files.
2. Add each file to convert. The file area accepts DOCX, PDF, XLS, PPTX, and CSV. Each file can be up to 20 MB.
3. Choose whether to apply the same settings to all files.
4. For each file, keep or set the file name and choose the output format.
5. Optional: select Compress output files into a ZIP to package the converted files as one archive.
6. Close the step.

Without the ZIP option, the step produces one file per input. With it, the step produces one ZIP.

Import files from a URL

Use this when an earlier step has a link to a file, rather than the file itself.

1. Select Import files.
2. Enter a public HTTPS URL, or map a URL field from an earlier step.
3. Choose the file-name option. Keep file name uses the name from the source file.
4. Close the step.

Note: The URL has to be a public HTTPS address that returns a document of 20 MB or less. A link that requires a login, or that returns a web page instead of a document, does not import. An incoming webhook does not follow a URL on its own. Put the URL in the payload, then use this step to fetch the file.

The imported file can be mapped into a later Merge files or Convert files step.

Feature Considerations

• One mode per step. Import, convert, and merge are separate steps.
• 20 MB per input file. Each file selected for merge or convert, and each file fetched from a URL, can be up to 20 MB.
• File types shown in the builder: DOCX, PDF, XLS, PPTX, and CSV. (HTML is not available.)
• Public HTTPS only for Import files. The address is checked again if the server redirects.
• The step stops the workflow on failure. A missing file, an unsupported type, a file over the size limit, or a URL that cannot be fetched fails the step. A partial file is not passed to a later Sign or Collaboration step.
• No rules inside the step. Which files are present can be decided by earlier Logic or branching. This step does not choose files from a template library based on rules of its own.
• Remap after structural edits. Switching mode, or adding or removing files, requires you to remap later steps. The builder does not flag that for you.

Compliance

Files this step creates or imports are stored as workflow files. Import uses HTTPS, and each redirect is checked before it is followed.

Troubleshooting

File actions does not appear when you add a step

The step is available on the current session engine. If it is missing, confirm with Support that the organization is on that engine.

A notification, signature, or delivery step no longer has the file attached

Open the later step and map the File actions output again. This happens after you change the mode or add or remove a file. Changing only the file name or the output format does not require a remap.

Import files fails

Confirm the URL is public HTTPS, returns a document (not an HTML page or a login screen), and the file is 20 MB or smaller.

The session stops on this step

The step fails instead of continuing with an empty or partial file. Open the session error, fix the file or URL, and run the session again.

Summary

File actions is available in the workflow builder. Add the step, choose Merge files, Convert files, or Import files, and map the output into the next step that needs the file.