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Trigger: Scheduled

The Scheduled trigger is used for workflows that need to be executed automatically at a specific point in time or on a repeating basis. Unlike the On-Demand trigger, Scheduled workflows are entirely autonomous—they run without human intervention and cannot prompt a user for input at the time of execution.

They are analogous to cronjobs, serving as a reliable way to automate "set it and forget it" logic.

When to use Scheduled workflows:

  • Periodic Communication: Sending recurring updates, stand-up reminders, or "Team Reminder" messages within chat channels.
  • Future-dated Actions: Scheduling a message or task to be sent once at a specific future time (similar to a "latergram").
  • Maintenance Tasks: Running routine data cleanups or system syncs at low-traffic hours.

On demand workflow execution

Configuration

Because Scheduled workflows must be autonomous, all logic and data must be predefined within the workflow steps. The execution timing is configured using the following parameters:

  • Start Date/Time: The exact moment the workflow should begin its first (or only) execution.
  • End Date: (Optional) The date after which the workflow will no longer execute.
  • Recurrence: An optional setting to repeat the workflow at specific intervals:
    • Frequency: Every Day, Week, Month, or Year.
    • Termination: Recurrence can be set to end on a specific date or after a certain number of occurrences.

Inputs

Scheduled workflows do not support user inputs at runtime. All data required for the workflow to function must be:

  1. Hardcoded into the workflow steps.
  2. Retrieved dynamically from external systems (e.g., via an API call) during execution.
  3. Defined as static variables during the initial creation of the workflow.

Outputs

When a scheduled workflow completes, the execution is logged within the Workflow Builder history. While there is no "active" user to view the output immediately, the results are captured as JSON for administrative review:

  • Execution Metadata: Includes the execution_id, status (Success/Failure), and the precise trigger_time.
  • Log Data: A record of whether the scheduled message or task was successfully delivered to the target destination.

Execution

The execution lifecycle for a Scheduled workflow is handled by the system's internal scheduler:

  1. Registration: The creator sets the schedule parameters and activates the workflow.
  2. Queueing: The system monitors the clock; when the designated time is reached, the workflow is placed in the execution queue.
  3. Autonomous Run: The workflow engine executes the steps using the predefined logic. No user interaction is requested.
  4. Logging: The system records the outcome in the WFB history for audit