Introduction
This case explains how to use Automation Pro to initiate scheduled tasks at specified times automatically. For example, it can periodically generate workflow to-dos, send group reminders, and perform other automated actions.
Application Scenarios
Daily or weekly reports: Automatically generate to-dos every day or week to remind members to submit their work reports on time.
Inspection scenarios: Automatically generate inspection tasks daily or weekly to remind inspectors to complete routine inspections.
Performance management: Automatically generate performance calculation tasks every month or quarter to automate the performance summary process.
Solution Design
Create a Report Submitter form to record the members who need to receive scheduled to-dos.
Create a Daily Report workflow form so that members can fill in and submit their reports for approval after receiving the to-do reminder.
Create a Automation Pro to periodically initiate workflow to-dos, includes:
Configure a Scheduled Trigger so that Automation Pro runs at 18:00 on every workday.
After the trigger runs, use the Query Records node to retrieve members who need to receive the to-do.
Then use the Add Record node to initiate a workflow to-do for each queried member.
Expected Result
Using the daily report scenario as an example:
Enter the members who should receive to-dos in the Report Submitter form.
These members will receive a Daily Report to-do every day at 18:00, prompting them to fill in their report.
Supervisors can review and approve submitted reports to keep track of progress.
How to Set it Up?
Next, let's see how to configure the workflow and automation pro step by step.
Step 1 Preparing two forms
1) Create the Report Submitter form
Field Name | Field Type |
Submitter | Member |
2) Create the Daily Report workflow form
Field Name | Field Type |
Submitter | Member |
Date | Date & Time (Default: Current Time) |
Content | Subform |
Subfield – Project | Single Select |
Subfield –Progress | Number (Percentage) |
Subfield – Details | Single Line |
Subfield – Summary & Plan for Tomorrow | Multi Line |
Step 2 Configuring the Workflow
1) Create Workflow Nodes
Go to "Daily Report >> Workflow Settings" and configure the workflow as follows:
Start Node: Automatically initiated by Automation Pro, no manual input required.
Submission: Members fill in daily work content and submit it to the next node.
Approval: Supervisors review or spot-check the submitted reports.
End Node: The workflow is completed.
2) Configure Node Approver
Select the Submission node and configure the Node Approver:
Go to "Node Properties >> Node Approver" and select the responsible member.
In the Dept.& Member List, navigate to "Auto-assign >> Member Field" then select the Submitter field in the form.
When Automation Pro creates a new record for the form, the workflow will automatically assign the task to the member specified in the Submitter field.
Step 3 Creating and configuring an automation
Go to "Extension >> Automations", click "+New Automation", and name it Automatically Initiate Daily Report Workflow.
Select the Scheduled Trigger and click OK.
Configure the trigger node so that Automation Pro runs at 18:00 on every workday:
Trigger Time: Trigger by Custom Time
Start Trigger Time: 2024-01-29 18:00:00
Recurrence: Custom > Weekly Every 1 week from Monday to Friday
End Trigger Time: 2024-12-31 23:59:59
3. Configure the Query Records Node
Add a Query Records node to retrieve the members who should receive the to-dos.
1）Add a Query Records node below the Scheduled Trigger node.
2）Select Report Submitter as the object form and add a query condition:
Select Submitter > Is Not Empty. This ensures that all recorded members are retrieved.
4. Configure the "+ Add Record" Node
After retrieving the members, use an Add Record node to create workflow to-dos for each member.
1）Add an Add Record node below the Query Records node.
2) Configure the node as follows:
Target Form: Select the Daily Report form.
Set Field Values: Set the value of the Submitter field to the corresponding field value from the Query Records node.
Submitter= Query Records >> Submitter
Note:
When the Add Record node adds data for a workflow form, it actually fills in the fields at the start node and then submits the record to the next node.
In this case, other fields will be completed at the next node, so no additional field values need to be configured in the Add Record node.
6. Save and Enable
After completing all configurations, click Save and Enable to activate Automation Pro.
Note:
Since the Query Records node and Add Record node can process up to 200 records per execution, this solution can generate a maximum of 200 daily report to-dos at one time.
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