Automation

Automation allows you to create rules that trigger actions automatically. You can set up workflow rules, define conditions for execution, and associate actions such as email alerts, in-app notifications, field updates, webhooks and custom functions. Additionally, you can create schedules for workflow rules and view logs of executed workflows.

Workflow Rules

Workflow Rules are automation rules that help streamline processes by automatically performing actions when specific events occur.

You can automate tasks such as sending email alerts and in-app notifications, updating fields, and triggering webhooks and custom functions by creating workflow rules in Zoho Practice. The workflow rule executes automatically once the conditions are met.

Create Workflow Rules

To create workflow rules:

• Go to Settings in the top right corner of the page.
• Select Workflow Rules under Automation.
• Click + New Workflow Rule in the top right corner.

Name Your Workflow

Fill in the following the in the New Workflow Rule pop-up:

• Workflow Rule Name: Give a name for the rule.
• Description: Give a small description for the workflow rule, if required.
• Module: Select the module for which you want to create a workflow rule. Click Next after you’ve entered these details.

Choose When to Trigger

Fill in the following details in the Workflow Rule Execution Condition section:

• Workflow Type: Specify how and when the workflow should be triggered.
  • Event Based: The workflow will be triggered immediately when a specific action (event) occurs on a record. For instance, when a bill is created or when a bill is edited.
  • Date Based: The workflow rule will be triggered on a specific date or relative to a date field in a record. For instance, 3 days before the bill date.

Event Based

If you select Event Based as the Workflow Type, you need to fill in the following fields:

• Action Type: Select the specific event that triggers the workflow rule. The following actions are supported for Event Based workflows:
  • Created
  • Edited
  • Created or Edited
  • Deleted
  • Submitted
  • Approved
  • Rejected

If you choose Edited or Created or Edited as the Action Type, fill in the following fields:

Execute the workflow when: Choose the condition that determines when the workflow should be triggered based on actions taken on the fields. The following options are supported:

• When any field is updated: The workflow will be executed when any field in the selected module is updated.
• When any selected field is updated: Select up to three fields in the module. The workflow will be executed whenever any of the selected fields are updated.
• When all selected fields are updated: Select up to three fields in the module. The workflow will be executed only when all the selected fields are updated.
• Any selected field is not updated: Select up to three fields in the module. The workflow will be executed if any of the selected fields are not updated.
• All selected fields are not updated: Select up to three fields in the module. The workflow will be executed only if none of the selected fields are updated.

Execute when the record is: Choose when the workflow should be triggered based on how often the record is edited. The following options are supported:

• Edited for the first time: The workflow will be executed only the first time the record is edited after it is created.
• Edited each time: The workflow will be executed every time the record is edited.

Date Based

If you select Date Based as the Workflow Type, you need to fill in the following fields:

• Date of Execution: The date at which the workflow will be triggered. You can choose to trigger the workflow on any number of days before or after the selected value. For instance, bill date.
• Execution Time: Choose the exact time at which the workflow rule should be triggered by providing the hour (HH) and the minute (MM).
• Execution Cycle: Choose the frequency at which the workflow should be triggered. You can choose to trigger it just Once, Daily, Weekly, Monthly, Yearly.
• Click Next after entering the required details in the Workflow Rule Execution Condition section.

Add Criteria

Other than choosing when a workflow is triggered (event or date based), you can use criteria to ensure the workflow runs only when specific conditions are met. Criteria can contain one or more conditions. To add a criteria:

• Click + New Criteria below the Workflow Rule Execution Condition section. You can create up to 10 criteria for one workflow.
• In the following pane, choose Yes for Add criteria for this workflow rule? to define conditions, or No to skip criteria for the workflow. At least one criterion must be configured before additional criteria can be added.
• Specify the criteria by selecting a field, a comparator, and entering the required value.
• Click + Add Criterion to include additional conditions. Multiple conditions can be set by using AND (or) OR based on which you can specify whether both the conditions or at least one of the conditions should be satisfied. You can set up to 10 conditions for each criterion.
• Click Done after configuring the criteria.

Add Actions

Once you set up the triggers, the next step is to associate actions with the workflow. These include Email Alerts, In-app Notifications, Field Updates, Webhooks, and Custom Functions. You can customize the actions to suit your business needs and choose to trigger the actions immediately when the conditions are satisfied (Immediate Actions) or at a particular time (Time Based Actions).

Immediate Actions

The actions will occur immediately when the record meets the criteria mentioned in the workflow. Once the workflow condition is met, you can choose what action has to be triggered.

• Email Alerts: An email will be sent to the selected recipients.
• Webhooks: You can communicate with third-party applications by sending instant web notifications from Zoho Practice.
• In-app Notifications: The recipients you select will receive a notification in their Zoho Practice organization.
• Custom Functions: Custom functions allows you to simply drag and drop code to automate your business processes.

To add immediate actions to your workflow rule:

• Click + Immediate Actions next to the required criteria.
• In the following pane, select the type of action you want to associate with the workflow rule from the Type dropdown. Next, from the Name dropdown, choose the workflow action you created and configured, or click + New Workflow Action from the dropdown to add a new workflow action.
• Click + Add New Action to add more actions if necessary.
• Click Associate to finish associating actions with the criteria.

Time Based Actions

Triggers actions based on the scheduled time. To add time based actions for your workflow rule:

• Click + Time Based Actions next to the required criteria.
• In the following pane:
  • In the Execution Time field, set the time for when the action will be executed. It will execute the action on any number of days before or after the selected value. For instance, bill date.
  • Select the type of action you want to associate with the workflow rule from the Type dropdown. Next, from the Name dropdown, choose the workflow action you created and configured, or click + New Workflow Action from the dropdown to add a new workflow action.
  • Click + Add New Action to add more actions if necessary.
  • Click Associate to finish associating actions with the criteria.
    
    
• After setting up the workflow, click Save to finalize and add the workflow.

Clone Workflow Rules

If you need new workflow rules with the same details present in existing workflow rules, you can clone the existing ones. Here’s how:

• Go to Settings in the top right corner of the page.
• Select Workflow Rules under Automation.
• Hover over the workflow rule you want to clone.
• Click the Dropdown icon and select Clone.
• In the New Workflow Rule page, review the cloned details.
• Verify the WORKFLOW RULE EXECUTION CONDITIONS, and click Update.
• Click Save.

Change the Order of Workflow Rules

In Zoho Practice, the order of rules in your automation list directly dictates their execution sequence. When a single record triggers multiple workflows, the system processes them from top to bottom as they appear in the list. To ensure your business logic triggers in the correct priority, such as updating a field before an automated notification is sent, you can use the Change Order feature to manually drag and drop rules into your preferred hierarchy. Here’s how:

• Go to Settings in the top right corner of the page.
• Select Workflow Rules under Automation.
• Select the module where you want to change the order of workflow rules by clicking the Module dropdown.
• Click Change Order in the right corner.
• Now, pick and reorder the rules based on your preference.
• After making the necessary reorder, click Save Reorder.

View Workflow Actions Usage Stats

As workflows enable automation and many day-to-day business operations depend on them for smooth functioning, it is essential for businesses to be aware of the number of workflow actions triggered each day. This helps them plan and manage their automation effectively. Zoho Practice provides a Usage Stats section where you can view the total workflow actions available and the number of actions triggered for the day.

To view the workflow actions usage stats:

• Go to Settings in the top right corner of the page.
• Select Workflow Rules under Automation. You can find the total and triggered counts of the custom functions, webhooks, and email alers for the day.

Configure Notification Preferences for Workflow Rules

You can set daily limits for workflow alert triggers and add email recipients to get notified when the daily threshold is reached. You can also configure how you receive failure log notifications when a workflow rule fails. To configure:

• Go to Settings in the top right corner of the page.
• Select Workflow Rules under Automation.
• Click Configure Notification Preferences in the Usage Stats section.
• In the Configure Notification Preferences pop-up, fill in the following fields:
  • Usage Limit Notifications: Choose a threshold for sending notifications for workflow actions like email alerts, webhooks, and custom functions.
  • Failure Log Notifications: Select the frequency and time for notifications, and specify the email recipients who will receive the failure log updates if needed.
• Click Save.

Edit Workflow Rules

You can make changes to workflow rules by editing them. Here’s how:

• Go to Settings in the top right corner of the page.
• Select Workflow Rules under Automation.
• Hover over the workflow rule you want to edit.
• Click the Dropdown icon and select Edit.
• Make your changes, and click Save.

Mark Workflow Rules As Inactive

If you won’t be using some workflow rules for a while but want to keep them for future use, you can mark them as inactive instead of deleting them. To mark them as inactive:

• Go to Settings in the top right corner of the page.
• Select Workflow Rules under Automation.
• Hover over the workflow rule you want to mark as inactive.
• Click the Dropdown icon and select Mark as Inactive.

Mark Workflow Rules As Active

If you require workflow rules that were previously marked as inactive, you can enable them again. To mark them as active:

• Go to Settings in the top right corner of the page.
• Select Workflow Rules under Automation.
• Hover over the inactive workflow rule.
• Click the Dropdown icon and select Mark as Active.

Filter Workflow Rules

You can access workflow rules quickly by filtering them by the module for which they were created or their status. Here’s how:

• Go to Settings in the top right corner of the page.
• Select Workflow Rules under Automation.
• If you want to filter workflow rules by modules, click the dropdown next to Module and select the required option. The workflow rules created for the selected module will be displayed.
• If you want to filter workflow rules by their status, click the dropdown next to Status and select the required option. The workflow rules in the selected status will be displayed.

Delete Workflow Rules

If you don’t require any workflow rules, you can delete them. Here’s how:

• Go to Settings in the top right corner of the page.
• Select Workflow Rules under Automation.
• Hover over the workflow rule you want to mark as delete.
• Click the Dropdown icon and select Delete.
• In the pop-up, click Yes to confirm your action.

Workflow Actions

Email Alerts

Email Alerts in Zoho Practice are automated email notifications that are sent when specific actions configured in an associated workflow rule are triggered. They ensure that the right stakeholders are informed at the right time.

Create Email Alerts

To associate email alerts with workflow rules, you must first create them. Here’s how you can create email alerts:

• Go to Settings in the top right corner of the page.
• Click Workflow Actions under Automation.
• Click Email Alerts in the Workflow Actions pane.
• Click + New Email Alert in the top right corner.
• Enter a Name for the alert.
• Select the required Module.
• Select the required email template.
• Check Attach Transaction PDF next to Attachments to add the transaction’s PDF to the email. For example, Attach Purchase Order PDF.
• Select the Email Recipients. You can select users, roles, and associated entities.
• Add additional recipients in the Cc and Bcc fields.
• Click Save.

Associate Email Alerts to Workflow Rules

The email alerts you create should be associated with workflow rules so that they can triggered automatically when the required conditions are met.

To associate email alerts with workflow rules:

• Go to Settings in the top right corner of the page.
• Click Workflow Rules under Automation.
• Click + New Workflow Rule in the top right corner.
• Enter the necessary details.
• Under Actions, choose Email Alerts as the Type and select the alert you want to associate with the workflow rule.
• Click Save.

Now, whenever the criteria is met, the workflow rule will be triggered, which in turn will trigger the email alert.

Edit Email Alerts

If you want to update the details of email alerts, you can edit them. Here’s how:

• Go to Settings in the top right corner of the page.
• Click Workflow Actions under Automation.
• Click Email Alerts in the Workflow Actions pane.
• Hover over the email alert you want to edit.
• Click the Dropdown icon and select Edit.
• Make the necessary changes and click Save.

Filter Email Alerts

You can find email alerts easily by filtering them by the module for which they were created. To filter email alerts:

• Go to Settings in the top right corner of the page.
• Click Workflow Actions under Automation.
• Click Email Alerts in the Workflow Actions pane.
• Click the filter next to Module and select the required option. The email alerts created for the selected module will be displayed.

Delete Email Alerts

If you no longer require certain email alerts, you can delete them. Here’s how:

• Go to Settings in the top right corner of the page.
• Click Workflow Actions under Automation.
• Click Email Alerts in the Workflow Actions pane.
• Hover over the email alert you want to delete.
• Click the Dropdown icon and select Delete.
• Confirm your action by clicking Delete in the pop-up.

In-app Notifications

In-app notifications in Zoho Practice system-generated notifications that appear within the app to inform users about important activities. They ensure that the right stakeholders are informed at the right time.

Create In-app Notifications

To associate in-app notifications with workflow rules, you must first create them. Here’s how you can create in-app notifications:

• Go to Settings in the top right corner of the page.
• Click Workflow Actions under Automation.
• Click In-app Notifications in the Workflow Actions pane.
• Click + New In-app Notification in the top right corner.
• Enter a Name for the notification.
• Select the required Module.
• Select the Recipients. You can select users, roles, and associated entities.
• Enter the Message.
• Customize the message by adding placeholders if required. Click Insert Placeholders, select the required placeholders, and click Add.
• Click Save.

Associate In-app Notifications With Workflow Rules

The in-app notifications you create should be associated with workflow rules so that they can triggered automatically when the required conditions are met.

To associate in-app notifications with workflow rules:

• Go to Settings in the top right corner of the page.
• Click Workflow Rules under Automation.
• Click + New Workflow Rule in the top right corner.
• Enter the necessary details.
• Under Actions, choose In-app Notifications as the Type and select the alert you want to associate with the workflow rule.
• Click Save.

Now, whenever the criteria is met, the workflow rule will be triggered, which in turn will trigger the in-app notification.

Edit In-app Notifications

If you want to update the details of in-app notifications, you can edit them. Here’s how:

• Go to Settings in the top right corner of the page.
• Click Workflow Actions under Automation.
• Click In-app Notifications in the Workflow Actions pane.
• Hover over the in-app notification you want to edit.
• Click the Dropdown icon and select Edit.
• Make the necessary changes and click Save.

Filter In-app Notifications

You can find in-app notifications easily by filtering them by the module for which they were created. To filter in-app notifications:

• Go to Settings in the top right corner of the page.
• Click Workflow Actions under Automation.
• Click In-app Notifications in the Workflow Actions pane.
• Click the filter next to Module and select the required option. The in-app notifications created for the selected module will be displayed.

Delete In-app Notifications

If you no longer require certain in-app notifications, you can delete them. Here’s how:

• Go to Settings in the top right corner of the page.
• Click Workflow Actions under Automation.
• Click In-app Notifications in the Workflow Actions pane.
• Hover over the in-app notification you want to delete.
• Click the Dropdown icon and select Delete.
• Confirm your action by clicking Delete in the pop-up.

Field Updates

Using Field Updates, you can have the system update fields of a particular module automatically for which the workflow has been triggered. These workflows can be triggered based on the criteria you set. For example, you can choose to automatically update the payment terms in bills to Net 90 days for certain vendors.

Create Field Updates

To associate field updates with workflow rules, you must first create them. Here’s how you can create field updates:

• Go to Settings in the top right corner of the page.
• Click Workflow Actions under Automation.
• Click Field Updates in the Workflow Actions pane.
• Click + New In-App Notification in the top right corner.
• Enter the Name for the field update.
• Select a Module from the dropdown.
• Select the field that you want to Update and enter the value to be updated.
• Check Update with empty value? if you wish to update the field with an empty value.
• Click Save.

Associate Field Updates With Workflow Rule

The field updates you create should be associated with workflow rules so that they can triggered automatically when the required conditions are met.

To associate field updates with workflow rules:

• Go to Settings in the top right corner of the page.
• Click Workflow Rules under Automation.
• Click + New Workflow Rule in the top right corner.
• Enter the necessary details.
• Under Actions, choose Field Updates as the Type and select the alert you want to associate with the workflow rule.
• Click Save.

Now, whenever the criteria is met, the workflow rule will be triggered, which in turn will trigger the field update.

Edit Field Updates

If you want to update the details of field updates, you can edit them. Here’s how:

• Go to Settings in the top right corner of the page.
• Click Workflow Actions under Automation.
• Click Field Updates in the Workflow Actions pane.
• Click the Field Updates tab.
• Hover over the field update you want to edit.
• Click the Dropdown icon and select Edit.
• Make the necessary changes and click Save.

Filter Field Updates

You can find field updates easily by filtering them by the module for which they were created. To filter field updates:

• Go to Settings in the top right corner of the page.
• Click Workflow Actions under Automation.
• Click Field Updates in the Workflow Actions pane.
• Click the filter next to Module and select the required option. The field updates created for the selected module will be displayed.

Delete Field Updates

If you no longer require certain field updates, you can delete them. Here’s how:

• Go to Settings in the top right corner of the page.
• Click Workflow Actions under Automation.
• Click Field Updates in the Workflow Actions pane.
• Click the Field Updates tab.
• Hover over the field update you want to delete.
• Click the Dropdown icon and select Delete.
• Confirm your action by clicking Delete in the pop-up.

Webhooks

Webhooks are user-defined HTTP & HTTPS callbacks that are triggered when a particular event occurs at the source site. When the event occurs, the source site makes a HTTP or HTTPS request to the specified URL. In simple words, Webhooks lets you perform actions on another application based on the changes happening to the records in Zoho Practice. A webhook is used to send out an event notification to another application.

Once you have configured the URL, Zoho Practice will post the event as a JSON to your webhook URL. For example, if a report is reimbursed in Zoho Practice, then a notification is sent to the specified URL.

Create Webhooks

To associate webhooks with workflow rules, you must first create them. Here’s how you can create webhooks:

• Go to Settings in the top right corner of the page.
• Click Workflow Actions under Automation.
• Click Webhooks in the Workflow Actions pane.
• Click + New Webhook in the top right corner.
• Enter a Name and select the Module for your webhook.
• Provide a Description for the webhook if required.
• Fill in the necessary details for the following fields:
  • URL and Parameters: Enter the URL (URL of the external service provider’s API) and select the type of event for which the webhook has to be triggered. You can also insert placeholders by clicking + New Placeholder.
  • Select the type of API method: PUT, POST, or DELETE. By default, the system selects the POST method.
    • POST: Requests that the data sent must be considered as new.
    • PUT: Requests that the data sent must be considered as the modified version of the existing version.
    • DELETE: Requests that the data must be deleted.
  • Custom Parameters: You can add custom parameters in the webhook such as AuthToken, Security Token, API Key, etc., based on which the URL will be appended. Enter the required parameter under Parameter Name and the corresponding value under Parameter Value. If you want to add multiple parameters, click + New Parameter.
  • HTTP Headers: In the HTTP Header section, you can include any additional information that you want to be included in the HTTP request. Enter a key under Parameter Name and enter a value under Parameter Value. Click + New Header if you want to add additional headers.
  • Security Preferences: Select how you want to authorize access to the external service provider’s URL.
    • General: Select this type if you want to create this webhook with basic authorization, API authorization, or without any authorization.
    • Connections: Select this type if you want to use a connection that was created between Zoho Practice and a third-party application to authorize this webhook. You can also secure the webhook with a secret token, which cannot be edited or viewed once the webhook is created. Check the I want to secure this webhook with a secret token box and enter the secret token in the field below. This will help to verify whether the webhook was sent from Zoho Practice. It should be alphanumeric and range between 12 - 50 characters.
  • Body: In the Body section, choose how you want to send the data. You can choose from Default Payload, x-www-form-urlencoded, and Raw body parameters.
    • Default Payload: In the default payload format, all the parameters associated with the module will be sent to the request body in the application/JSON format content type.
    • x-www-form-urlencoded: In the x-www-form-urlencoded format, the data will be encoded and sent to the server.
    • Raw: In the raw format, you can choose the parameters sent to the request body. The content type will be application/JSON.
  • Click Save.

Secure Your Webhooks

Securing your webhooks can help verify that the webhooks were sent from Zoho Practice. To do this, you have to set up your server so that it listens for webhooks from Zoho Practice. When your server receives a webhook from Zoho Practice, a hash value must be generated based on the payload and your secret token.

Once done, check if it matches the hash value from Zoho Practice and thereby validate the source of the webhook. This can add a layer of security by enabling your server to disregard third-party webhooks pretending to originate from Zoho Practice.

Validate Webhooks

When your server receives a webhook, a hash value will have to be generated for the payload in the same way Zoho Practice generates it. This is necessary to produce the same hash value to validate the webhook. The following parameters (if available) are used to generate the hash value:

• Query string parameters.
• Default payload or customized raw JSON payload.
• x-www-form-urlencoded payload (Key-value pairs).

Construct a string by sorting the payload’s key-value pairs in alphabetical order. The pair must be sorted in alphabetical order with respect to their keys.

Associate Webhooks With Workflow Rules

The webhooks you create should be associated with workflow rules so that they can triggered automatically when the required conditions are met.

To associate webhooks with workflow rules:

• Go to Settings in the top right corner of the page.
• Click Workflow Rules under Automation.
• Click + New Workflow Rule in the top right corner.
• Enter the necessary details.
• Under Actions, choose Webhooks as the Type and select the alert you want to associate with the workflow rule.
• Click Save. Now, whenever the criteria is met, the workflow rule will be triggered, which in turn will trigger the webhook.

Edit Webhooks

If you want to update the details of webhooks, you can edit them. Here’s how:

• Go to Settings in the top right corner of the page.
• Click Workflow Actions under Automation.
• Click Webhooks in the Workflow Actions pane.
• Hover over the webhook you want to edit.
• Click the Dropdown icon and select Edit.
• Make the necessary changes and click Save.

Filter Webhooks

You can find webhooks easily by filtering them by the module for which they were created. To filter webhooks:

• Go to Settings in the top right corner of the page.
• Click Workflow Actions under Automation.
• Click Webhooks in the Workflow Actions pane.
• Click the filter next to Module and select the required option. The webhooks created for the selected module will be displayed.

Delete Webhooks

If you no longer require certain webhooks, you can delete them. Here’s how:

• Go to Settings in the top right corner of the page.
• Click Workflow Actions under Automation.
• Click Webhooks in the Workflow Actions pane.
• Hover over the webhook you want to delete.
• Click the Dropdown icon and select Delete.
• In the following pop-up, confirm your action by clicking Delete.

Custom Functions

Custom Functions allows you to simply drag and drop code to automate your business processes. Using custom functions, you can update the data in a related database or a third-party application automatically by executing simple program scripts written using the low-code programming language, Deluge, associate them to workflow rules, and automate processes based on your business requirements.

What is Deluge?

Deluge (Data Enriched Language for the Universal Grid Environment) is an online scripting language integrated with Zoho Creator. It enables users to add logic to the application, incrementally, making it more powerful and robust. To know about Deluge, refer the Deluge Reference Guide.

If you wish to learn Deluge, check out Learn Deluge.

Create Custom Functions

To associate custom functions with workflow rules, you must first create them. Here’s how you can create custom functions:

• Go to Settings in the top right corner of the page.

• Click Workflow Actions under Automation.

• Click Custom Functions in the Workflow Actions pane.

• Click + New Custom Function in the top right corner of the page.

• Enter the Function Name

• Provide Description if necessary.

• Select the Module for which you want to trigger the custom function.

• Drag and drop the required components from the Elements Menu on the left to the Builder Area in the center to build the Deluge script required for the custom function.

  Pro Tip: You can quickly access the support and guide related to Deluge in the top right corner of Deluge Script Editor.

• Click Save.

Associate Custom Functions With Workflow Rules

The custom functions you create should be associated with workflow rules so that they can triggered automatically when the required conditions are met.

To associate custom functions with workflow rules:

• Go to Settings in the top right corner of the page.
• Click Workflow Rules under Automation.
• Click + New Workflow Rule in the top right corner.
• Enter the necessary details.
• Under Actions, choose Webhooks as the Type and select the alert you want to associate with the workflow rule.
• Click Save. Now, whenever the criteria is met, the workflow rule will be triggered, which in turn will trigger the custom function.

Edit Custom Functions

If you want to update the details of custom function, you can edit them. Here’s how:

• Go to Settings in the top right corner of the page.
• Click Workflow Actions under Automation.
• Click Custom Functions in the Workflow Actions pane.
• Hover over the custom function you want to edit.
• Click the Dropdown icon and select Edit.
• Make the necessary changes and click Save.

Filter Custom Functions

You can find custom functions easily by filtering them by the module for which they were created. To filter custom functions:

• Go to Settings in the top right corner of the page.
• Click Workflow Actions under Automation.
• Click Custom Function in the Workflow Actions pane.
• Click the filter next to Module and select the required option. The custom functions created for the selected module will be displayed.

Delete Custom Functions

If you no longer require certain custom functions, you can delete them. Here’s how:

• Go to Settings in the top right corner of the page.
• Click Workflow Actions under Automation.
• Click Custom Functions in the Workflow Actions pane.
• Hover over the custom function you want to delete.
• Click the Dropdown icon and select Delete.
• Confirm your action by clicking Delete again in the pop-up.

Schedules

Schedules in Zoho Practice let you automate recurring tasks by configuring flexible recurrence patterns such as date, time, and frequency. Based on these settings, your tasks are executed automatically at the specified intervals.

After creating a task using a simple Deluge script, you can schedule it to run at a specific time or on a recurring basis. Let’s look at a scenario to understand how this works.

Create Schedules

To automate recurring tasks, you need to create schedules. Here’s how:

• Go to Settings in the top right corner of the page.
• Click Schedules under Automation.
• Click + New Schedule in the top right corner. You can create up to 10 schedules per module.
• Enter a Name for your schedule.
• Set the Frequency and recurrence pattern for the schedule to be executed. The supported frequencies are:
  • Daily: The task will be executed every day (or based on your recurrence pattern). You can choose to Exclude Weekends.
  • Weekly: The task will be executed once a week. Select the day of the week on which the task should be executed.
  • Monthly: Task will be executed once a month. This can be a specific date or a day in a month. For example, you can choose to execute it on the 5th of every month or the second Saturday of every month.
  • Yearly: Task will be executed once a year. You can select the month and specify the date of execution or specify the day. For example, the task can be executed on the first Sunday in January or on January 5.
• Set the Start Date & Time. The start date of a schedule cannot be more than one year from the creation date.
• Choose an expiration date in the Expires After field. The schedule can expire after some executions, on a set date, or not expire.
• Drag and drop the required components from the Elements Menu on the left to the Builder Area in the center to build the Deluge script required for the schedule.
• Click Save and Execute to execute it or click Save to save it now and execute later.

View Logs

You can view logs of the schedules that were triggered in your organization. Here’s how:

• Go to Settings in the top right corner of the page.
• Click Schedules under Automation.
• Hover over the schedule whose logs you want to view.
• Click the Dropdown icon next to the schedule and select View Logs. The list of all the schedules that were executed, time of the execution, and their log IDs will be displayed.

Edit Schedules

You can update the details of schedules by editing them. Here’s how:

• Go to Settings in the top right corner of the page.
• Click Schedules under Automation.
• Hover over the schedule you want to edit.
• Click the Dropdown icon next to the schedule and select Edit.
• Make the necessary changes and click Save.

Mark Schedules as Inactive

If you want to disable the schedules temporarily, you can mark them as inactive. Here’s how:

• Go to Settings in the top right corner of the page.
• Click Schedules under Automation.
• Hover over the schedule you want to mark as inactive.
• Click the Dropdown icon next to the schedule and select Mark as Inactive.
• Click Mark as Inactive.

Mark Schedules as Active

If you require inactive schedules, you can use them by enabling them again. Here’s how:

• Go to Settings in the top right corner of the page.
• Click Schedules under Automation.
• Hover over the inactive schedule.
• Click the Dropdown icon next to the schedule and select Mark as Active.

Delete Schedules

If you no longer require certain schedules, you can delete them. Here’s how:

• Go to Settings in the top right corner of the page.
• Click Schedules under Automation.
• Hover over the schedule you want to delete.
• Click the Dropdown icon next to the schedule and select Delete.
• In the following pop-up, click Yes to Confirm your action.