Scheduled workflows

 

Scheduled workflow rules are used for periodic reporting or auditing. For example:

  • You can use a scheduled rule to email a daily report listing all important Orders that have been open for more than 3 days.
  • You can use a scheduled rule to send a weekly email to each of your employee's listing their pending tasks for the coming week.

A scheduled workflow rule can generate one or more reports. Each report can be tailored for its recipient. For example, you can generate an Open Orders report for each customer having an open order. Each report can be addressed to a different customer and can display the open orders for that customer. 

Scheduled email workflow rules normally use a email body template, or an email attachment template, or both to control the contents and format of the generated email message. For example, your template for an Open Orders report might display:

  • Your company's name and logo.
  • The report name and the date the report was created.
  • The customer's name, address, phone number, and email address.
  • Each of the customer's orders including the list of order details for each order.
  • The name, phone number, and email address of your sales representative for that customer.

Your email template can include expressions that control exactly which records and related records are displayed. For example, you can display only open orders, or only important open orders that are more than 30 days old.

Your email template expressions can control the order in which records are displayed. For example, you can display orders sorted by order date, and order details sorted by item number.

Every scheduled workflow rule includes a schedule that controls when the rule is invoked. You can specify a daily, weekly, monthly, quarterly, or annual schedule. For example, you can schedule a rule to run:

  • Every day at 8:00 AM Pacific Time.
  • Every weekday at 5:30 PM New Zealand Time.
  • Every Monday, Wednesday, and Friday at 5:00 PM Eastern Time.
  • On the last day of each month at midnight Western European Time.
  • On the 15th day of January, April, July, and October at noon Central Brazilian Time.

When you enter the schedule, you specify both the time and timezone for the scheduled rule. The scheduler fires the rule at the appropriate time for that timezone. The scheduler is aware of when daylight savings time transitions occur and adjusts the time accordingly. For example, if the rule is schedule to fire at 8:00 AM Pacific Time, it will fire at 8:00 AM Pacific Standard Time while Standard time is in force. It will fire at 8:00 AM Pacific Daylight Time while Daylight Savings time is in force. If you wish to fire the rule at the same time regardless of daylight savings time transitions, specify the schedule in UTC time and choose timezone "UTC".

 

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