Workflows: Schedule

The Schedule workflow allows you to run workflows automatically based on a fixed schedule, without any user action. Unlike other flows such as New Submission Flow, Edit Submission Flow, or Review Submission Flow, which depend on a user creating, editing, or reviewing a submission, the Schedule workflow is under the Trigger Based Flows that operates independently of user activity. Click here to know more about the different flows.

Once set up, it will automatically trigger the steps configured below it at the specified times. This makes it ideal for running recurring, time-based processes without manual intervention.

Common Use Cases

Here are a few examples of how the Schedule workflow can be useful:

• Automated daily reports – Automatically create a submission in an app every day at a set time that gathers and stores required data.
  
  
• Weekly task generation – Schedule weekly submissions to assign tasks to a team every Monday at 9 AM.
  
  
• Monthly billing cycles – Create recurring monthly submissions to trigger invoice generation.
  
  
• Hourly monitoring checks – Run checks every hour to collect and log system or operational data.

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Configuring the Schedule Workflow

Go to Design App > Workflows > Trigger Based Flows.  Click on Start to add the Schedule workflow.

When you add the Schedule workflow to a Trigger Based Flow, you can configure it using the panel on the right.

Trigger Name

Enter a descriptive name for the Schedule workflow. This helps identify the purpose of this schedule, especially if you have multiple schedules running in the same app.

Frequency

Select how often the scheduled action should run. The available options are:

• Hourly – Runs every hour at the minute you specify.
  
  
• Daily – Runs every day at the time you specify.
  
  
• Weekly – Runs on the day and time you specify.
  
  
• Monthly – Runs on the date and time you specify.
  
  

The platform runs the schedule according to the Workplace Admin’s workplace timezone.

Execution Settings

The execution options change depending on the selected frequency:

Hourly

• Execution Minute (0–59): Select the minute within each hour when the event should run.
  Example: If you enter 30, the event will run at 1:30, 2:30, 3:30, and so on.

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Daily

• Execution Time: Set the exact time of day when the event should run.

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Weekly

• Execution Time: Set the exact time of day when the event should run.
  
  
• Day of Week: Select the day (e.g., Monday, Friday) on which the event should occur.

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Monthly

• Execution Time: Set the exact time of day when the event should run.
  
  
• Day of Month (1–31): Select the date on which the event should occur.

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Next Occurrences

Once you have set the frequency and execution details, the panel will display a ‘Next Occurrences’ list.
This shows the upcoming dates and times when the schedule will run, based on your current configuration.
It is only for your reference, changing this list directly is not possible.

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Enable This Workflow

This workflow is enabled by default. Disable it for the Schedule and the whole workflow below it to stop from executing.

• When disabled, the schedule will not run and any steps below it will also be paused.
  
• You can re-enable it at any time without losing the configuration.

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Adding Steps Below the Schedule Workflow

Once the Schedule is configured, you must add at least one workflow step below it for the schedule to have an effect.

You can add multiple workflow steps under a single Schedule step if you want it to trigger multiple submissions at the same time.

For example:

• A Schedule is set to run weekly at 6:00 PM every Friday.
  
• Three Create Submissions are placed below it, each targeting a different app.
  
• Every Friday at 6:00 PM, all three submissions will be created simultaneously.

Steps added below a Schedule workflow cannot be moved under another parent step.

These steps also cannot be copied.

When a Schedule workflow runs, it is not triggered by a submission. Because of this, the workflow does not have submission data by default.

If a workflow step is added below the schedule workflow, then only app-level information is available in the steps that follow. These can be pulled by typing @ and a list of available app details can be pulled dynamically:

App ID {$app_id}
Current Date {$current_date}
Current Time {$current_time}
All Users {$allUsers}
All Reviewers {$allReviewers}
All Data Admins {$allDataAdmins}

You will not be able to access field values from any submission.

If you need to work with submission data in a workflow step below Schedule, you must first add a Find Submissions step. Once Find Submissions is added, the workflow gains submission context. All steps added after Find Submissions can then use field values from the app selected in the Find Submissions step, along with the app-level variables.

This distinction is important when configuring steps like Email, If, or Code, where submission field values may be required.

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How It Works

Once the workflow is saved and enabled:

• The Schedule workflow automatically runs at the specified intervals.
  
• There is no manual trigger, it starts and runs based on your schedule indefinitely.
  
• If you want the schedule to stop running, you can either:
  
  1. Disable the Schedule workflow (which will stop all steps below it), or
     
  2. Remove it from the flow entirely.

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Important Notes

• The Schedule workflow operates independently of any user activity in the app.
  
• Multiple Schedule workflows cannot be placed in sequence in the same flow, but you can have different Schedule workflows running in separate flows (parallely) within the same app.
  
• If you add new fields to the Create Submission target app after the schedule is set up, the scheduled runs will continue without errors. However, those new fields will remain empty unless you update the Create Submission configuration to include them.

List of Supported Workflow Steps

The following workflow steps can be used after the Trigger Email step:

Create Submission
If
Code
Rest API
Email
Slack
Mobile Notification
WhatsApp
Sms
Microsoft Teams
Wait
Repeat
AI
Database
Edit Submission
Archive Submission
Find Submissions