Choose an Auto-Sync Rule Scope
What Scope controls
Scope decides where an Auto-Sync rule looks for files. The current wizard offers five scope modes:
| Scope | Use it for |
|---|---|
| Any Upload | Every file upload across the system. |
| Workspace | Files in one Workspace. |
| App / Page / Field | Files in a Workspace, Application, Page, or named form field. |
| User / Role | Files uploaded by selected users or members of selected roles. |
| Flow Builder Workflow | Files uploaded in a selected workflow, optionally at one upload node. |
Any Upload
Any Upload has no narrower selector. Use it only when every supported upload should be considered.
Because this is the broadest option:
- select file extensions in File Filters when possible;
- use Dry-run before enabling the rule; and
- keep duplicate prevention enabled when other rules may overlap.
Workspace
Select Workspace, then choose the required Workspace. The rule matches files associated with that Workspace.
If the Workspace list is empty, confirm that the account can view the required Workspace and refresh the page.
App / Page / Field
This scope uses a cascading selection:
- Select Workspace.
- Optionally select Application.
- Optionally select Page.
- Optionally enter Field Name.
- Choose whether to Include files from sub-paths.
Leaving a lower level empty keeps the scope broad at the last selected level. For example, selecting a Workspace and Application but no Page matches all pages in that Application.
Field Name is a visible form-field name such as contract_attachment. Leave it empty to match all file fields on the selected Page.
Review the displayed Scope breadcrumb before continuing.
User / Role
The User / Role scope provides two selectors:
- Roles — click role chips to select or remove them;
- Users — search by username or email, then select users from the list.
Selected users appear as removable chips. You can combine users and roles in one rule; the displayed Scope summary shows both groups.
Role membership is evaluated for the upload that triggers the rule. Changing a user's role does not remove files already processed for Knowledge.
Flow Builder Workflow
- Select Flow Builder Workflow.
- Choose the required Flow Builder Workflow.
- Optionally enter Node Label.
Leave Node Label empty to match upload nodes across the selected workflow. Enter the exact label only when the rule should match a particular upload step.
If another rule can match the same file through Workspace or Application scope, keep Skip files that have already been processed enabled in Trigger.
Validate the chosen scope
After saving the rule:
- Keep it disabled initially.
- Click Dry-run.
- Compare the matching count and sample files with the intended source.
- Edit the rule if the scope is too broad or too narrow.
- Enable it only after the result is correct.
Troubleshooting
| Problem | What to check |
|---|---|
| Workspace list is empty | Confirm Applications access and that at least one Workspace exists. |
| Application is disabled | Select a Workspace first. |
| Page is disabled | Select an Application first. |
| A file from the wrong Page matches | Select the Page explicitly or add Field Name. |
| User search returns no match | Clear the search, then verify the username or email and account visibility. |
| Workflow list does not contain the target | Confirm the workflow exists in Flow Builder and that the account can view it. |
| The same file is processed twice | Enable duplicate prevention and review overlapping rules. |