Automations in Arhivix: Automatic Notifications When Documents Are Archived, Uploaded, or Created

Why Automate Document Notifications?

In day-to-day business, your team needs to know when a document is archived, an invoice is created, or a file is uploaded. Instead of manually sending emails or messages, Arhivix automations handle it for you — automatically, reliably, and with full access control.

Here's how creating an automation works, step by step.

Automation Name

Every automation gets a name that describes what it does. For example:

The name helps you quickly identify the automation in your list of active rules.

Trigger — When Does It Fire?

The trigger defines which event starts the automatic notification. Arhivix supports 8 trigger types covering key business workflows:

For example, if you select "Document archived", the automation will fire every time any document (or a document from the selected scope) is archived in Arhivix.

When to Use Which Trigger?

• Document archived — notify the team when a new contract, resolution, or file is stored in the archive
• File uploaded — automatically notify the accountant when a client uploads an invoice to their portal
• Invoice created / approved / rejected / reversed — track the entire invoice lifecycle without manual follow-up
• Delivery note created — logistics instantly knows when goods are ready for dispatch
• Receipt note created — warehouse automatically gets notified about incoming goods

Scope — Which Documents Apply?

Scope lets you narrow down which specific documents the trigger applies to. You can select all documents or only certain categories:

For example, if the trigger is "Document archived" and the scope is limited to "Incoming invoices", the automation will only fire when an incoming invoice is archived — not when a contract or delivery note is archived.

Recipients — Who Gets Notified?

Select specific contacts or groups who will receive the document when the trigger fires:

Recipients receive an email with a link to download the document. You can combine individual contacts and groups.

Sharing Settings

Control how recipients access the document — whether they can download it, whether it has a watermark, and how long the link stays active:

For sensitive documents, you can set a password and link expiration. The watermark automatically adds the recipient's name to the document for added security.

Activating the Automation

When everything is set up, activate the automation with a single click:

Automations can be paused and reactivated at any time without deleting the configuration.

Real-World Example: Accounting Agency

Imagine an accounting agency with 30 clients. Each client uploads invoices to their Arhivix portal. Instead of the accountant manually checking each portal, they set up an automation:

1. Trigger: File uploaded
2. Scope: Incoming invoices + Outgoing invoices
3. Recipient: Assigned accountant for that client
4. Settings: Allow download, no password

Result: The accountant immediately gets an email with the invoice as soon as the client uploads it. No waiting, no missed documents, no manual work.

This scenario is especially useful for accounting agencies that work with multiple clients and receive documents daily.

Conclusion

Automations in Arhivix turn manual, repetitive notification tasks into reliable automatic processes. Instead of relying on memory or manually sending documents, define the rule once and let the system do the work for you.

Try automations for free — sign up for a 14-day trial and set up your first automation in 2 minutes.