Set a Name Pattern & Scheduled Executions

Modified on Fri, 05 Apr 2024 at 11:07 AM

While some processes are executed on an as-needed basis (e.g., the employee onboarding process is required only when a new employee is hired), others need to run at specific intervals (e.g., daily inspections) or follow specific naming patterns.

For such processes, to avoid the manual task of starting a case at the required intervals and naming them accordingly, you can set up scheduled executions and define a specific naming pattern for your workflows.

Case Name Pattern

When you need your workflows to adhere to a specific naming pattern and prevent users from naming cases differently, you can establish a designated Case Name Pattern. This pattern can incorporate predefined text as well as selectable variables. The available variables include:

  • |creator|: The name of the user who initiated the new case.
  • |date_created|: The date the new case was created.
  • |case_id|: The unique case number (sequential).

Case Name Pattern Example

For example, if you wish for cases originating from the 'Purchase Request' workflow to include the requester's name and the date, you can configure the case name pattern as follows: 'Purchase Request by |creator|, |date_created|'.

Scheduled Case Execution

Some workflows need to be executed at specific time intervals. To avoid manual initiation each time, you can set up a scheduled case execution. With this setup, the system will initiate a case of the workflow according to your preferred start date and time.”

There are have 4 scheduling options to choose from:

  • Never: This is the default option. Choosing this option means your workflow won't initiate at specific intervals.
  • Daily: With this option, your workflow initiates once a day at the specified time you set.
  • Weekly: With this option, your workflow initiates weekly on the days and time you specify.
  • Monthly: Selecting this option triggers your workflow monthly on the specified days and time you set.

Stop a scheduled case initiation

Some workflows, however, also require termination at a particular date or after a set number of repeats.

To specify when your workflow will stop getting automatically initiated, navigate to the ‘Ends’ section and select one of the following options:

  • Never: This is the default choice. By selecting this option, your workflow will continue to be initiated automatically according to the defined initiation rules.
  • Expires on: With this option, your workflow will cease automatic initiation on the specified date.
  • After X repeats: Opting for this choice automatic initiation will end after the specified number of repeats.

Scheduled Case Execution Example

Using the same example as before, if for the 'Purchase Request' workflow we would like to schedule the weekly request of purchasing post-it notes for the office every Friday morning, we could set it up like below:

Tip: Setting a scheduled case execution does not prevent manual initiation of the workflow when necessary.

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