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Activity schedules

Clone tasks/projects automatically​

A schedule is a schedule workflow that automatically clones a particular item on specific dates or at regular intervals. It's particularly useful for creating activities that need to be routinely repeated (e.g. inspections, jobs, projects).

Schedules work best with template items, which are partially filled in "drafts" that new items can be based on. Cloning a template item will create a new item in the Live collection.

Note

If you're unable to create a schedule, your user account may lack the required permissions.

Start the process​

There are two ways to start creating a schedule:

Start from the dashboard

Open the Workflows dashboard card and select Create schedule.

The Workflows card expanded in the dashboard
Start from an item

When viewing an item in the right panel, select More at the bottom of its Schedules tab and choose Create Schedule.

The Schedules tab of a job item

The schedule creation process​

The key steps of this process will appear in the left panel:

Fields marked with an asterisk * require a value to continue.

1 Select activity​

Select the activity item you want create a schedule for:

  • Design * - select the design of the activity.

  • Collection * - select the collection that the activity belongs to. Schedules work best with items of the Template collection.

  • Item * - select the relevant item from the list.

Select Done to choose the next step.

Note

If you started the process from an item, these fields will be populated automatically.

The fields of the first step of the process

2 Set schedule type​

Choose the type of schedule and configure it as needed:

Calendar - trigger at specific dates and times, e.g. 2 July 2022 13:00

Select the Dates field and use the calendar picker to add one or many dates to the list. Select Done to continue.

The Calendar Schedule stage of the Create Workflow process
Several added dates
Repeat - trigger on certain days of the week/month, e.g. every Monday and Friday, the 23rd of each month

Fill in the following fields as needed and then select Done to continue:

  • At * - set the time for the workflow to trigger.

  • Of every * - choose a weekly or monthly period.

  • On * - select one or more days of the week or dates in the month.

The Cyclic Schedule stage of the Create Workflow process
Frequency - trigger at set intervals, e.g. every 6 hours, every 2 weeks, every year

Fill in the following fields as needed and then select Done to continue:

  • Starting at * - set the date and time for the workflow to first trigger.

  • Every * - enter the number of time units.

  • Units * - choose a time unit, e.g. Minute, Day, Month.

The Frequency Schedule stage of the Create Workflow process
The fields of the second step of the process

3 Enter schedule details​

Enter a distinct name that clearly identifies the schedule. Select Done to continue.

The fields of the third step of the process

Finish the process​

After completing all three steps, select Create to finish.

The completed steps of the process

A notification will indicate whether the item was created successfully or an error occurred.

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Extend the workflow​

Schedules are automatically configured with actions to fetch and clone the chosen item, so there's no need to build the workflow. However, you're free to add more actions if you like!