Overview
Automations change assets automatically when they're saved. Each automation has two parts: criteria that decide which assets it applies to, and transformations that decide what changes.
For example, an automation can add a wire section tag to AP stories, lock an article's URL when it's first saved, or flag sponsored content.
Permissions: you need the Automations user permission. Administrators may have it by default. Other user groups must have it added.
Use with care: transformations overwrite or remove asset data. Editing or deleting an automation doesn't undo changes it already made. Test new automations on a few assets first. See What are Best Practices for Automations?
How Automations work
When an asset is saved, BLOX checks it against each automation. If the asset meets every criterion, the automation's transformations are applied.
When an automation runs. Each automation has a "When this filter will be evaluated" setting:
Setting | Runs | Use it for |
|---|---|---|
On first save | Exactly once, the first time an asset is saved. If the asset doesn't match then, the automation never runs on it again. | Setting values once at creation, like locking a URL Title |
On any save | Every time the asset is saved | Rules that should keep applying as an asset changes, like a status or workflow step |
All criteria must match. Multiple criteria in one automation are combined with AND. There's no OR option. To apply the same change under different conditions, create separate automations.
Criteria are checked before the save. Automations run as part of the save, before it completes, and check the new values being saved. For example, if an editor changes an article from Draft to Live and saves, a "Content status is Live" criterion matches on that same save.
Multiple automations run in list order. If more than one automation matches an asset, they run in the order shown in the Automations list.
Changes aren't retroactive. Creating or editing an automation affects only saves from that point on. Existing assets aren't updated until they're saved again, and On first save automations never apply to assets that already exist.
Create an automation
In Editorial, open the Application Settings panel and select Automations.
Click New.
Enter a Name that describes what the automation does, like "Set URL Title" or "Tag AP stories."
Choose When this filter will be evaluated: On first save or On any save.
On the Criteria tab, click New, select an asset field, set its conditions, and click Save. Repeat for each criterion. An asset must match all of them.
On the Transformations tab, click New, choose the field to change, the operation, and the value, and click Save. Repeat for each change.
Click Save & close.
To change an automation, select it and click Edit. To reverse a criterion, select it and click Invert criteria.
Criteria basics
Most criteria follow one of three patterns. Learn these once and each criterion below is quick to set up.
Invert this criteria
Nearly every criterion has an Invert this criteria checkbox. When checked, the criterion matches when its condition is not true. For example, inverting "Section tags contains obituaries" matches every asset that isn't in obituaries.
Pick-list criteria
Asset type, Content status, Flags, Geo tags, Keyword tags, Section tags, Site tags, and Workflow.
The condition is always "field contains 1 or more of."
Select one or more values. The criterion matches if the asset has any of them.
You can't require an asset to have all of the selected values. Selecting several values in one criterion always means "any of these."
Inverted, the criterion matches assets that have none of the selected values.
Text criteria
Byline, Body content, and Title.
Operator | Matches when the field... |
|---|---|
Partially matches | contains the value anywhere |
Exactly matches | is identical to the value |
Begins with | starts with the value |
Enter one value. Matching ignores capitalization unless you check Case sensitive.
Date criteria
Archive time and Start time.
Operator | Values |
|---|---|
Is between | Two: a start and an end |
Is after | One |
Is before | One |
Equals | One exact date and time, not a whole day |
The Treat dates as a relative date checkbox changes how you enter values:
Checked: type a relative date, like "-1 week ago," "Today," "tomorrow," "next friday," or "yesterday 3pm." Relative dates are calculated each time the automation runs, so "Today" always means the day of the save.
Unchecked: pick a date and a time for each value. The time is required; there's no default.
Criteria reference
Archive time
Matches on the date and time the asset is set to archive. Uses the date criteria operators.
Example: Archive time is before "Today" → remove the asset from homepage section tags.
Asset type
Matches on the kind of asset. A pick-list criterion.
Available types: Article, Audio, Collection, File, HTML, Image, Link, PDF, Poll, Table, Video, YouTube, and ZIP. Only listed types can be selected.
Tip: start most automations with Asset type so a transformation only runs on the kinds of assets it's meant for.
Byline
Matches on the asset's byline. Uses the text criteria operators.
Example: Byline partially matches "Associated Press" → add a wire section tag.
Body content
Matches on the asset's body text. Uses the text criteria operators. The criterion dialog is labeled Content.
Example: Body content begins with "(AP)" → add the AP flag.
Content status
Matches whether the asset is Draft or Live. A pick-list criterion.
Pick one value. Selecting both matches every asset.
Example: Content status is Live + On any save → apply a change only once an article is published.
Flags
Matches on the flags set on the asset, such as Breaking, Featured, or Sponsored. A pick-list criterion.
Example: Flags contains Sponsored or Advertorial → add a "sponsored" keyword tag.
Geo tags
Matches on the asset's geolocation tags. A pick-list criterion. Appears only if your site has geolocations set up. See Geolocations.
Select geo tags from your site's location tree, then click Add tags. Expand a location to see the places under it.
Example: Geo tags contains iowa → add an Iowa news section tag.
Keyword tags
Matches on the asset's keyword tags. A pick-list criterion.
Click New, then type or scroll to find a keyword from your site's existing keywords. Click New again to add more.
Example: Keyword tags contains #ap → add the AP flag.
Section tags
Matches on the asset's section tags. A pick-list criterion.
Select sections from your site's section tree, then click Add sections. Expand a section to see its subsections.
Example: inverted Section tags contains obituaries → apply a change to everything except obituaries.
Site tags
Matches on the asset's site tags, which are used to send content to linked sites. A pick-list criterion. See Site Tags.
Search for or scroll to a site tag and click Select tags. If the list is empty, your site has no site tags set up.
Note: a site tag alone doesn't guarantee syndication. If the asset's workflow step blocks syndication, it won't be sent.
Start time
Matches on the date and time the asset becomes visible on the site. Uses the date criteria operators.
With On any save, changing an asset's start time re-evaluates the automation against the new time.
Example: Start time is after "Today" + Content status is Live → catch scheduled stories that aren't visible yet.
Title
Matches on the asset's web headline. Uses the text criteria operators.
Example: Title begins with "UPDATE" → add the Developing flag.
Workflow
Matches on the workflow step the asset is currently in. A pick-list criterion. See Workflows.
Steps are listed as Workflow → Step, such as "Daily Workflow → Editor Publish." You select individual steps, not whole workflows. To match an entire workflow, select all of its steps.
Workflow step or Content status? Sites that publish through a workflow should usually match on the final step. Sites that don't use workflows should use Content status.
Transformation basics
Each transformation changes one field. To add one, click New on the Transformations tab, select a field, choose an operation, and set a value. Operations that clear a field don't need a value. Add a transformation for each field you want to change.
Most transformations follow one of three patterns.
Text transformations
Byline, Body content, Source, and Title.
Operation | What it does |
|---|---|
Change the field to the designated value | Replaces the field with your value |
Add the value at the end of the field | Adds your value after the existing text |
Add the value at the beginning of the field | Adds your value before the existing text |
Remove the field value | Clears the field |
Change the field to the designated value if the field is currently empty | Sets the field only if it's blank |
Not every text field has every operation. Body content can't be removed. Title can only be changed or added to.
Tip: include your own spaces or separators in the value, like "Sponsored: ". With On any save, adding to the beginning or end repeats on every save. Use On first save, or add a criterion that skips assets that already have the text.
Tag transformations
Flags, Geo tags, Keyword tags, Section tags, and Site tags.
Operation | What it does |
|---|---|
Remove existing tags, add the specified tags instead | Replaces all of the asset's tags with your selection |
Keep existing tags, add the specified tags in addition | Adds your selection and keeps existing tags |
Remove all tags from the asset | Clears every tag of that kind |
Add the specified tags if there are no existing tags | Adds your selection only if the asset has none |
You can't remove a single tag. The remove operation clears all tags of that kind. To take off one tag, you'd have to replace all tags with the ones to keep.
Tip: "Keep existing, add in addition" is the safest choice. Replacing or removing all tags discards editors' choices.
Date transformations
Archive date and Start date. These are the same fields as the Archive time and Start time criteria.
Operation | What it does |
|---|---|
Change the time to the designated value | Sets the date, overwriting the existing one |
Remove the time value | Clears the date |
Change the time to the designated value if the field is currently empty | Sets the date only if it's blank |
The Treat value as a relative date checkbox works like it does for date criteria. Checked, type a relative date like "Today." Unchecked, pick a date and time.
Transformations reference
Archive date
Sets or clears when the asset archives. Uses the date transformation operations. Removing it means the asset never archives.
Example: Section tags contains obituaries + On first save → Archive date · change if empty · a date one year out.
Byline
Changes the asset's byline. Uses all five text transformation operations.
Example: Keyword tags contains #ap → Byline · change if empty · "The Associated Press".
Body content
Changes the body copy on articles, the caption on images, or the description on other assets. The value is entered in a rich text editor with bold, italic, underline, alignment, and lists.
Operations: change, add at the end, add at the beginning, and change if empty. There's no remove.
Warning: "Change the content field" replaces the entire body. Use it only with narrow criteria.
Example: Flags contains Sponsored + On first save → Body content · add at the beginning · a sponsored content disclosure.
Content status
Sets the asset to Draft or Live.
Warning: setting Live publishes matching assets without an editor's review. Setting Draft can remove stories from the site. On sites that publish through a workflow, this can conflict with the workflow's publish step.
Flags
Changes the asset's flags. Uses the tag transformation operations. Click Select items to choose flags.
Example: Title begins with "UPDATE" → Flags · keep existing, add · Developing.
Geo tags
Changes the asset's geolocation tags. Uses the tag transformation operations. Only useful if your site has geolocations set up.
Keyword tags
Changes the asset's keywords. Uses the tag transformation operations. Click New, then start typing to find a keyword. Your site may have hundreds of pages of keywords, so typing is faster than scrolling.
Warning: keywords often drive search, related content, and ad targeting. Removing or replacing them can affect all three.
Example: Byline partially matches "Associated Press" + On first save → Keyword tags · keep existing, add · #ap.
Origin Domain
Sets or clears the domain of the site where the asset originated. Used mainly for syndicated content.
Operation | Value |
|---|---|
Change the origin domain to the specified value | A domain |
Remove the origin domain assigned | None |
Assign the specified origin domain if one is not currently assigned | A domain |
Warning: this can clear the canonical URL.
Removing the origin domain clears the canonical URL if it contains the old origin domain.
Setting a new origin domain clears the canonical URL if it uses the format
<domain>/tncms/asset/<app>/<asset id>.
In all other cases the canonical URL is unchanged.
Photo sales
Controls whether readers can buy prints of an image. Use with Asset type contains Image.
Values: Enable photo sales, Disable photo sales, or Set photo sales to "automatic". Remove clears the setting.
Example: Asset type contains Image + Keyword tags contains #ap → Photo sales · Disable.
Presentation mode
Sets how an asset is displayed. Pick a mode that matches the asset's type, and pair it with an Asset type criterion.
Asset type | Presentation modes |
|---|---|
Article | Long-form, Personality |
Collection | Mapped, Paging gallery, Search grid, Series, Special report, Timeline, Vertical gallery |
Image | Cutout, Infographic, Masthead, Mugshot, Panorama, Showcase |
Example: Asset type contains Image + Section tags contains obituaries → Presentation mode · Mugshot.
Section tags
Changes the asset's sections. Uses the tag transformation operations. Click Select items, check sections in your site's section tree, and click Add sections.
Warning: assets without a section tag may not appear on section fronts, in blocks, or in navigation. Removing or replacing sections can take stories off pages.
Example: Asset type contains Article → Section tags · add if none · news. This catches articles saved without a section.
Site tags
Changes the asset's site tags. Uses the tag transformation operations.
Warning: adding a site tag can send matching content to a linked site, unless the asset's workflow step blocks syndication.
Source
Changes the asset's source credit. Uses all five text transformation operations.
Example: Byline partially matches "Associated Press" + On first save → Source · change if empty · "The Associated Press".
Start date
Sets or clears when the asset becomes visible on the site. Uses the date transformation operations.
Warning: a future date hides the asset until then. A past date can push it down date-sorted lists. Avoid pairing "change the start time" with On any save, because it resets the date every time anyone edits the story. Workflow steps can also reset start time.
Title
Changes the web headline.
Operations: change, add at the end, and add at the beginning.
Warnings:
"Change the title field" gives every matching asset the same headline.
If URL Title is empty, changing the title also changes the article's URL. Add a URL Title transformation to prevent that.
Example: Flags contains Sponsored + On first save → Title · add at the beginning · "Sponsored: ".
Type of work
Labels the kind of journalism an asset is, such as News, Analysis, Editorial, Explainer, Fact Check, Advertising Content, or Auto Generated. Pick a value from the list, or Remove to clear it.
Tip: use On first save so an automation doesn't overwrite a label an editor chose.
Example: Flags contains Sponsored + On first save → Type of work · Advertising Content.
URL Title
Sets the URL Title, which controls the asset's URL. When URL Title is empty, the URL is built from the headline and changes whenever the headline changes. Once set, the URL stays the same even if the headline is edited.
Operation | Shown in the list as | What it does |
|---|---|---|
Set URL Title | Replace | Sets URL Title, overwriting any existing value |
Set URL Title only if it's not currently set | Insert | Sets URL Title only if it's empty |
Remove | Remove | Clears URL Title, so the URL follows the headline again |
Values: Copy from Web Title, Copy from Print Headline, Copy from SEO Title, or Copy from Slug.
Editors can still change URL Title by hand on the asset's SEO tab. The old URL doesn't redirect to the new one.
Workflow
Moves the asset to a workflow step. Steps come from your site's workflows and are listed as Workflow → Step.
Operation | What it does |
|---|---|
Change the workflow to the specified value | Moves the asset to the selected step, replacing any current workflow |
Remove the workflow assignment | Takes the asset out of its workflow. No step needed. |
Assign the specified workflow if no workflow is currently assigned | Moves the asset to the selected step only if it isn't in a workflow |
Tip: "Assign if no workflow is currently assigned" with On first save puts new assets into a workflow without overriding one an editor or user preference already set.
Warning: a step's own settings apply when the asset enters it. The step may allow publishing, reset the start time, or block syndication. With On any save, the asset returns to that step on every save, undoing editors' promotions.
Example automations
These recipes show common ways newsrooms use Automations. Adjust the section, workflow, and keyword names to match your site, and test on a few assets first.
Keep an article's URL stable once it's published
When an editor improves a headline after publishing, BLOX normally builds a new URL from the new headline. Analytics tools like GA4 then report the story's traffic under two URLs. This automation fixes the URL Title at the moment the article is published, so later headline edits don't change the URL.
Setting | Value |
|---|---|
When this filter will be evaluated | On any save |
Criteria | Asset type contains Article |
Workflow contains your publishing step, e.g., Daily Workflow → Editor Publish | |
Transformation | URL Title · Set URL Title only if it's not currently set · Copy from Web Title |
Result: on the save that moves the article into the publishing step, URL Title is filled in with the headline. After that, the URL stays the same no matter how the headline changes.
No workflow? Use Content status contains Live instead of the Workflow criterion.
Why it works: criteria check the values being saved, so the automation matches on the same save that publishes the article. "Only if it's not currently set" makes sure it never overwrites the URL Title on later saves.
Changing the URL on purpose: editors can edit URL Title on the SEO tab. The old URL doesn't redirect.
Put new articles into a workflow
Makes sure every new article starts in your editing workflow, without overriding a workflow an editor already chose.
Setting | Value |
|---|---|
When this filter will be evaluated | On first save |
Criteria | Asset type contains Article |
Transformation | Workflow · Assign the specified workflow if no workflow is currently assigned · Daily Workflow → First Edit |
Catch articles saved without a section
A safety net so articles don't go live without a section and get missed on section fronts.
Setting | Value |
|---|---|
When this filter will be evaluated | On first save |
Criteria | Asset type contains Article |
Transformation | Section tags · Add the specified section tag(s) if there are no existing section tags · news |
Tag and credit wire stories
Applies consistent tagging and credit to AP stories so they can be filtered, searched, and excluded from local-only blocks.
Setting | Value |
|---|---|
When this filter will be evaluated | On first save |
Criteria | Asset type contains Article |
Byline partially matches "Associated Press" | |
Transformations | Keyword tags · Keep existing keyword(s), add the specified keyword(s) in addition · #ap |
Source · Change the source field to the designated value if the field is currently empty · The Associated Press | |
Flags · Keep existing flag(s), add the specified flag(s) in addition · AP |
Turn off photo sales on wire images
Prevents readers from buying prints of photos your site doesn't have rights to resell.
Setting | Value |
|---|---|
When this filter will be evaluated | On first save |
Criteria | Asset type contains Image |
Keyword tags contains #ap | |
Transformation | Photo sales · Set photo sales · Disable photo sales |
Label sponsored content consistently
When an editor flags a story as Sponsored, this labels it for readers and search engines so nothing depends on remembering every step.
Setting | Value |
|---|---|
When this filter will be evaluated | On first save |
Criteria | Asset type contains Article |
Flags contains Sponsored | |
Transformations | Type of work · Change the "type of work" field to the designated value · Advertising Content |
Body content · Add the value at the beginning of the content field · a bold sponsored content disclosure |
Use On first save so the disclosure isn't added again every time the story is saved. The Sponsored flag must be set before the story's first save; stories flagged later won't be labeled.
Hold flagged wire copy for review
Keeps wire stories marked for review from going live until an editor checks them.
Setting | Value |
|---|---|
When this filter will be evaluated | On any save |
Criteria | Keyword tags contains #needsreview |
Transformation | Content status · Change the content status to the specified value · Draft |
To publish, an editor removes the #needsreview keyword and sets the story to Live in the same save.
Use mugshot presentation for obituary photos
Setting | Value |
|---|---|
When this filter will be evaluated | On first save |
Criteria | Asset type contains Image |
Section tags contains obituaries | |
Transformation | Presentation mode · Change the "asset presentation mode" setting to the designated value · Mugshot (image) |