Automation as we know enables you to automate repetitive tasks that save the time taken to perform them manually. It can be used to automate the execution of workflow like when an event is triggered.
Studio now has the feature to Automate tasks. There are typically two actions to be performed in this trigger and action. The Trigger would be when the event is going to occur and the Action which specifies the action to be executed. It is important to understand that the Automation of tasks is possible only on the Published Apps.
Studio currently offers three trigger options, time-based i.e a Scheduler trigger, sheet based which is the action to be performed based on sheet triggers namely new row added, details updated, and so on. The Webhook-based one is mainly used when you have third-party services and wish to be notified of a related action.
First, let us have a quick look at this video to understand Scheduler based automation.
Let us consider a scenario for a sales and marketing team where we want to send a reminder for the planned meeting date with a prospect or lead. The information should be available for the team daily. This is a repetitive process, which you can automate. An automated process to send an email to the respective sales team members and at a specific scheduled time would make it an easy process. By scheduling it for a certain time and date it would be sent without any delay. So here we would make use of the Scheduler based Automation.
For the sake of this example, we will be using the form created for Sending an email for the selected client with the meeting date and time details on the click of the action button. We have also created a workflow that would be the one triggered by the scheduler. In this case, it is an email task workflow that would be linked to the Action button. Make sure that the app is published.
Adding the Scheduler based Automation
Let us first add Scheduler based Automation. In Studio, select Automation and click +Automation.
Enter the Automation name. Now that we want to add a Scheduler based task, under When this happens, we need to select the Scheduler type and click Continue.
Now, the Scheduler based automation involves two steps; Trigger or when this happens and Actions.
Trigger or When this happens
We first need to automate the trigger or provide when the triggering of the email reminder should be done. So, under Choose Date, select the Date from when the automation task starts. Now select the Time and click Done.
Now we need to Set Frequency for the action to occur. So under Set Frequency, select whenever you want it to be sent. It can be Daily, Weekly, Monthly, Annually, Every Weekday or Custom wherein you can specify when you Repeat every Specified number of days, weeks, months or years. E.g. Every 2 days, Every 4 week, and so on.
Once you have selected the date and the frequency, click Done. So now you have the frequency ready.
Now that the trigger is ready, you need to specify the action. So here we will specify the App and the workflow that would be the action events.
You can specify the tasks from the available list of Manual tasks, Logic task from the available actions.
You can now Test the action if you want or Skip testing. So under Test Task, click Test. In this example an email would be sent to the specified person/s (that has been specified in the App > Workflow).
Now once you are satisfied with the Scheduling of the Automation the task is Saved. The Automation task created would be listed under Automations list. Note the Status.
You can select the More Option (…) to Activate it . So in this example, this Automation would be triggered every weekday from 1st September 2020 at 10:00 A.M.
We can thus make use of the Scheduler based automation to ensure that certain common and repetitive tasks can be scheduled as required.