Creating a Scheduled Workflow

An administrator can create a scheduled workflow and the frequency in which it will be executed.

  1. On the left sidebar, open the ADMINISTRATION section.
  2. Select WORKFLOWS.
  3. Click on the Plus button in the lower right corner of the screen.
  4. Select Scheduled.
  5. In the New Workflow pop-up window, specify the name and a brief description.
  6. Click the Create button.

    Creating_a_Scheduled_Workflow_1.gif

  7. Click the plus to set the result of the trigger: notify, create (event or task), fill.
  8. If you select Notify as the result of the response, specify the message for notification, recipients and frequency.

    Creating_a_Scheduled_Workflow_2.gif

  9. If you select Creation as the triggering result, select what you want to create (a task or an event) and specify additional parameters: name, type, general information and the triggering delay.
    Note: when creating a task, you can specify several responsible persons.

    Creating_a_Scheduled_Workflow_3.gif

  10. If you select Fill as the result of the trigger, select the object, the field to be filled in and the triggering delay.

    Creating_a_Scheduled_Workflow_4.gif

  11. To integrate the script with external systems using JavaScript, select the Script operator.

    Creating_a_Scheduled_Workflow_5.gif

  12. You can create an unlimited number of script response results. All of them will work one after another, depending on the specified parameters.
  13. Select the response time of the script — with time delay or at specific date.
  14. In the Delay field, enter the number of days.
  15. From the drop-down list Delayed Options select the option: Use calendar days or Use working days.
  16. Click the Save button.

    Creating_a_Scheduled_Workflow_6.gif

  17. To set the conditions under which the script will run, go to the Settings tab.
  18. In the Conditions section in the Add conditions field, select the desired filter.
  19. When conditions in a scheduled script are saved, the following checks are performed:
    - in the scheduled script, the operators Create or Fill are used;
    - according to the filtering results, more than X cases remain (at the moment of saving the script; where X is the number of cases specified in the settings).
  20. When working with scripts according to the schedule, the operators Script, Create, Fill and Notify can be performed in two different ways:
    - for each case that satisfies the specified filtering;
    - once in one iteration run the automation script.
  21. It is possible to move to the Script operator a list of tasks that satisfy specified filtering conditions in a script according to a schedule. If it is necessary to perform a launch for each case, then this must be written in the script itself.
  22. The Create and Fill operators (in a script according to a schedule) are executed for each case that satisfies the filtering conditions. If no filters are specified, then the operators work for all active affairs in the system. Operators can use the data to fill in the trigger condition from the object (fields of the case in which the script is processed are taken into account).

    Creating_a_Scheduled_Workflow_7.gif

  23. To configure the script startup rules, go to the Settings tab.
  24. In the Recurring Rules section, click on the Add button.
  25. Select the frequency and interval.
  26. Indicate the start time of the launch and the status of the script.
  27. If necessary, add one or more rules.
  28. You can change the name of the script.
  29. Click on the Save button in the lower right corner of the screen.

    Creating_a_Scheduled_Workflow_8.gif