A scheduled Workflow must be initiated manually.

For example, rather than instigate an email when an absence record is created, a query could be defined to select all absence records where the end date (i.e. the last day of absence) is between 2 fixed dates such as the start and end of a week or the start and end of a month.


The system assigns a unique reference to the Workflow Process.


Assign a description to the Workflow Process that will allow you to identify the process at a later date.

When to Start

Set to Scheduled .  This will react to records meeting the criteria in the Qualifying Query.

Qualifying Query

Use a query to define when the process will trigger.  For example, Contract End Date < in two weeks and Status <> Historical to trigger an email to the line manager to notify that a contract is due to expire.

Note that when the Workflow Process is first started, it will trigger based on every record in the qualifying query.  Consider using a date filter to exclude historical records.

Qualifying Type

At which point during the authorisation process should the process trigger.

Exclude If

Use this option to limit how often a process is triggered, for example If Already Done This Week would repeat the actions in 7 days time, if the record sill met the criteria set in the Qualifying Query.

First Action

Interval Diary Rule

How often should this process run to check for qualifying records.  Typically this should be run daily, and the Exclude If option should be used to limit how often the Actions are triggered.

Diary Rules can be defined in System Settings > Housekeeping > Diary Rules.


Once the Workflow Process has been saved, the scheduled workflow will need to be switched on using Start.