Schedule a process automation

Use the new process first capabilities to schedule automations that enable direct scheduling of processes. Use the schedule automation process to create intuitive, user-friendly interface that enables you to focus on driving value, and productivity through automation.

By adding a schedule, you can set the process automation to run at a specific time without any manual intervention.

Considerations

Review the following considerations before scheduling a process automation:
  • Only users with Automation Co-Pilot Business User license can schedule a process from public workspace.
  • Ensure that you log in to the Control Room with the following permissions:
    • View and Manage all processes.
    • Schedule permission to run a process.
    • Schedule permission at folder level for specific processes and the dependencies.

      See Process Composer roles and permissions.

  • Ensure that you are a part of one of the teams or roles configured for the process.

    See Configure a process.

Procedure

  1. Log in to the Control Room.
  2. Click Automation > Public.
    Available automations and forms are displayed.
  3. At the top right, click Run > Schedule.
  4. Click Choose.
    All the available files including Task Bots, API Tasks and processes are displayed. You can click Browse to view all the available folders and files in the Public workspace.
  5. Select the process that you want to schedule and click Choose.
  6. Use the Automation and dependencies tab to review the following:
    1. (Optional) Click the Choose button in the Automation file field to select a different process.
    2. The Latest version of the process is selected in the Run automation and dependencies using field by default, and the Production label is disabled.
    3. Use the Dependencies field to review the various dependencies of the selected process.
  7. Click Next.
  8. Use the Schedule tab to add the scheduling details.
    OptionDefinition
    Run once Use this option to run the process one time on a given day during a specific time. When you select this option, set the start date and start time.
    Start date
    Default value is the current day.
    Note: The value of the Start date is always later than or equal to the current date. If the start date is the current date, the scheduled time cannot be less than the current time.
    Start time
    Default value is roundup to the next half-hour.
    Time zone
    User's system time zone
    Note: The EST, HST or MST time zones are deprecated. See Upcoming feature deprecations.
    Run repeatedly Use this option to schedule your process to run at specific time on a given day. When you select this option, select the start date, start time, end date, and end time.
    Start date
    Enter the date when you want the schedule to start running the process. Enter the date either manually in YYYY-MM-DD format or by using the pop-up calendar. The default value of the Start date field is set to the current day of your local system.
    End date
    Enter the date when you want the schedule to end. The default value of the End date field is blank.
    Start time
    Enter the Start time using the drop-down list to set the time value when you want your schedule to start. The list contains predefined time values in the 12-hour format at intervals of 15 minutes. You can also manually set the time value in the 12-hour format. However, this is not available for the selection in the drop-down list. The default value of the Start Time field is rounded off to the next half-hour that is 15 minutes away. For example, if the current time is 11:22 AM, it will display 12:00 PM.
    Repeat every
    Select the Repeat every option to repeat the schedule at a specific time.
    End time
    Enter the End time using the drop-down list to set the time value when you want your schedule to end. The list contains predefined time values in the 12-hour format at intervals of 15 minutes.
    Time zone
    Select the Time Zone both with the start and the end time. The default value is set to the current location your system. A schedule is run based on the time zone selected when creating or editing a schedule.
    Frequency
    Select the frequency for the schedule to run as daily, weekly, or monthly.
    • Daily: Select the number of days you want the schedule to run.
    • Weekly: Select the weeks and the particular days of the week you want the schedule to run. For example, if you want the schedule to run every two weeks on Monday and Thursday, increase the count to 2 in Every option and select the check boxes Monday and Thursday.
    • Monthly:
      • Day: Select the day of the months you want the schedule to run.
      • The: Select a particular occurrence of the day of the months you want the schedule to run. For example, if you want the schedule to run on the second Thursday of the months, January, May, and September, select Second, Thursday, and January, May, and September from the given options.
    Note:

    When the daylight saving is enabled and if the Start date is set for a schedule, the Start date is shown in the time zone to which it belongs to and not as per the user's current time zone. However, Next occurrence is shown in the time zone (user's system time zone) as per daylight saving time.

    For example, for a schedule created on 15th March in GMT time zone, the Start date is shown as Mar-15th which belongs to GMT time zone. Later, when daylight saving is ON and if you edit or view this schedule in the month of August in BST time zone, next occurrence is shown as current August month date which belongs to BST time zone.

    For example, if you schedule a process to run from 23/11/2023 9:00 AM to 30/11/2023 9:00 AM, with the frequency set at daily, the process executes daily from 23/11/2023 at 9 AM. The last process run is executed on 30/11/2023 at 9 AM.
    Missed schedule setting If you select the Redeploy the schedule again check box, any schedules that were missed when the Control Room shut down are automatically redeployed after the Control Room is restarted. An audit log entry is also added showing the Event type as Schedule misfired.
  9. Click Next.
  10. Use the Team/Role assignment field to select one of the following tabs to specify the owner of the request:
    • Role: To assign the user roles that can run this process.
    • Team: To assign the teams that can run this process.
  11. Click Next.
  12. Use the General tab to change the default settings for the following options:
    • Activity name: Edit or rename the process.
    • Description (optional): Enter a short description of the process automation that you are about to run.
  13. Click Create schedule.
    The selected process is scheduled along with any available dependencies to be executed and the specified time & date.