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⏰ Scheduled SmartFlows

The Scheduled SmartFlow Trigger is designed to execute workflows automatically based on a predefined schedule. It provides flexibility to set recurring intervals, manage exclusions (e.g., weekends), and ensure workflows run seamlessly at specified times.

📝 Trigger Details​

Name: Scheduled SmartFlow
Category: Triggers

🔧 Parameters​

1. Recurrence Interval​

  • Type: string
  • Description: Defines the frequency of the workflow execution.
  • Options:
    • daily
    • weekly
    • monthly
  • Required: Yes
  • Example: 
    "weekly"

2. Time of Execution​

  • Type: time
  • Description: The specific time at which the workflow should be triggered.
  • Required: Yes
  • Example: 
    "08:30"

3. Start Date​

  • Type: date
  • Description: The first day when the SmartFlow should start running.
  • Required: Yes
  • Example: 
    "2025-01-15"

4. Exclude Weekends​

  • Type: boolean
  • Description: Indicates whether the workflow should skip weekends.
  • Required: Optional
  • Default Value: false
  • Example: 
    true

5. Variables​

  • Type: object
  • Description: Variables passed to the SmartFlow at the time of execution.
  • Required: Optional
  • Example: 
    {
      "emailReminder": "true",
      "reportType": "weekly"
    }

🚀 How It Works​

  1. Define Schedule:

    • Configure the frequency (daily, weekly, monthly) and specify the start date.
    • Optional parameters such as excluding weekends and setting variables can refine execution.

  2. Execution Process:

    • At the scheduled time, SmartFlow initiates the workflow.
    • Variables defined in the trigger are automatically passed to the workflow.

  3. Recurring Management:

    • SmartFlow will continue executing as per the defined interval until canceled.

  4. Viewing Scheduled Workflows:

    • The See Scheduled button on the main SmartFlow page allows users to view all active schedules.
    • Users can cancel any scheduled SmartFlow as needed.

💡 Use Cases​

1. Automated Reports​

  • Scenario: Generate weekly sales reports.
  • Configuration:
    • Recurrence: weekly
    • Time: 09:00
    • Variables: 
      {
        "reportType": "sales",
        "period": "lastWeek"
      }

2. Reminder Notifications​

  • Scenario: Send daily reminders for overdue tasks.
  • Configuration:
    • Recurrence: daily
    • Time: 10:00
    • Exclude Weekends: true

3. Monthly Data Backups​

  • Scenario: Automate data backups on the first day of every month.
  • Configuration:
    • Recurrence: monthly
    • Time: 02:00

🔍 Example Workflow​

In this setup:

  • The workflow is scheduled to run every Monday at 8:00 AM.
  • Weekends are excluded.
  • A variable emailReminder is passed with the value true.
{
  "recurrence": "weekly",
  "time": "08:00",
  "startDate": "2025-01-15",
  "excludeWeekends": true,
  "variables": {
    "emailReminder": true
  }
}

At each execution, SmartFlow evaluates the schedule and skips non-working days if configured.

Within the flow, you can also visualize the schedule logic. For example:

🛠️ Tips​

  1. Debugging Scheduled Flows:

    • Regularly check the See Scheduled section to ensure schedules are properly set.
    • Cancel outdated workflows that no longer apply.

  2. Variable Control:

    • Use variables dynamically in your workflows to make schedules adaptable to changing requirements.

  3. Testing Intervals:

    • Before deploying, test with shorter intervals to confirm logic correctness.