What is a Scheduled Workflow?
A Scheduled Workflow is a new workflow trigger type in Yeeflow that allows processes to run automatically based on a time schedule, rather than manual events or form submissions. With this feature, application admins can define recurring automation—such as daily reports, weekly reminders, or monthly data exports—without needing user interaction.
When to Use Scheduled Workflows
Use Scheduled Workflows to:
Run routine tasks like reports or alerts on a set cadence
Ensure timely processes, even outside working hours
Eliminate manual steps for recurring activities
Align workflow execution with business schedules
Typical use cases include:
Weekly project update emails
Monthly KPI or sales reports
Recurring compliance reminders
AI-generated content schedules
How to Create a Scheduled Workflow
To configure a Scheduled Workflow:
1. Navigate to Workflow Designer
Firstly login to Yeeflow with the system admin account, then go to the Admin center. From the left navigation panel click to expand the "Workflow settings", and click "Workflow definitions":
Or login to Yeeflow with the application admin account, then click the " Gear" icon to enter the App Settings page. From the left navigation panel click to expand the "Workflow settings", and click "Workflow definitions":
2. Create a New Scheduled Workflow
Click + New Workflow and select Scheduled workflow.
You’ll see the configuration panel like this:
3. Fill in the Details
Flow Name: Enter a clear workflow title (e.g., Weekly Project Summary)
Flow ID: Provide a unique identifier (e.g.,
weekly_proj_summary)Description: (Optional) Add notes on what this workflow does
4. Configure the Trigger Schedule
Under Run this workflow, define the time-based schedule:
Time zone: Select the applicable timezone (e.g., Kuala Lumpur, Singapore)
Period: Set the start and end date for the schedule
Repeating Every:
This setting specifies how often the workflow will repeat. You can select:Day: Set the value for how often the workflow should repeat (e.g., every 2 days, every 5 days, etc.).
On working days only: If checked, the workflow will only run on weekdays (Monday to Friday).
Week: Set the number of weeks for recurrence (e.g., every 2 weeks, every 3 weeks, etc.).
On the day: Select the specific days of the week (e.g., Monday and Wednesday) when the workflow should trigger.
Month: Set the number of months for recurrence (e.g., every 2 months, every 3 months, etc.).
On the day: Select the specific day of the month (e.g., 10th or last day of the month).
Time: Set the exact time when the workflow will trigger. For example, select 01:00 AM to have the workflow run at 1 AM. This will align with the time zone selected earlier.
Triggering the Workflow
Once you've configured your scheduled workflow, click Create.
Click OK to proceed to the workflow designer, where you can continue setting up your workflow's steps and configurations.
For more workflow design, refer to Design workflows with workflow designer.
Add Workflow Actions
Once the schedule is defined:
Use the Workflow Designer to configure the actions that should run at the scheduled time.
Actions may include:
Query Data: fetch the relevant recordsSend Email: deliver reports or remindersUpdate Data: modify fields automaticallyGenerate Document: export structured PDFsInvoke Integration: connect to third-party tools
You may also set conditions to filter what data the workflow acts on, ensuring targeted execution.
Managing Scheduled Workflows
Once your Scheduled Workflows are created, you can view and manage them in the Workflow Definition list.
Accessing Workflow List
Navigate to the Workflow Definition section within your app, and use filters such as:
Workflow type: Select "Scheduled workflow"
Workflow name / ID: Search by keyword if needed
Available Actions
Click the ... menu next to any workflow to access the management options:
Edit settings
Modify the workflow name, ID, schedule, or time zone settings. Use this to update timing or rename your flow.Open form designer
Edit the form or data structure linked to the workflow, if applicable. Useful when workflows are connected to specific data models.Start manually
Trigger the workflow immediately. Ideal for testing or debugging a Scheduled Workflow without waiting for the next scheduled run.Import from template
Load an existing workflow configuration from a saved template. This helps standardize setup across multiple apps or teams.Export to template
Save the current workflow as a reusable template. Makes it easy to replicate similar automation in the future.Delete workflow
Permanently remove the workflow from the app.
⚠️ This action cannot be undone. Be sure to export your workflow first if you may need it later.
Example Use Cases
Scenario | Schedule | Actions |
Weekly project update | Every Friday at 5:00 PM | Query task list → Email summary |
Monthly KPI report | 1st of each month at 9:00 AM | Query sales → Generate PDF → Email |
Compliance audit | Quarterly on Mondays at 10:00 AM | Query overdue records → Notify compliance officer |
Notes & Best Practices
Workflows run according to the application time zone selected.
For heavy workloads, schedule off-peak hours to reduce system impact.
Use filters to prevent redundant or unnecessary executions.
Scheduled workflows will not run retroactively on past dates.
Ensure you click Create to activate the schedule.