Schedule Workflow Runs on Bridge

Applies to

Bridge by Smartsheet

Schedule workflows to run at fixed times, or to be dynamically triggered by another workflow.

You can use fixed schedules to automate daily reminders or a weekly creation of tasks. You can also use dynamic schedules when the start time depends on some other event, such as a change in project status, or when information is added that triggers an event.

Creating a fixed schedule

To create a new schedule for a workflow:

  1. Navigate to the workflow and click on the trigger module at the top of the workflow. The Trigger panel will open.
  2. Expand the Schedules section and select Add new schedule
  3. Choosing a start time (UTC), and a future start date.
  4. Choose a frequency to set how often the schedule triggers the workflow. This can be Once, Hourly, Daily, Weekly, Monthly, Annually, or a custom cadence.

If you select Monthly, a checkbox option to run automatically on the last day of the month will appear. When you select a date that doesn’t exist every month, such as the 29th, 30th, and 31st, and the box is left unchecked, the workflow will be triggered only in the months where the date exists. However, if the box is checked, the workflow will be triggered on the last day of the month. 

If the start date is any other date of the month it doesn’t matter if the box is checked or not.

You select a custom frequency to access more options, such as how often the workflow should run by setting a number and unit (e.g. every 7 hours). Note that the start time for any schedule isn’t guaranteed so the workflow could take up to 15 minutes to run.

Schedules

Creating a dynamic schedule

To create a dynamic schedule for a workflow:

  1. Select the name of the workflow you want to create a schedule for.
    NOTE: It is possible to select the same workflow the module is in. This should only be done when the workflow ends with a junction that decides if a schedule should be created or not and only if the frequency is Once (e.g. deciding if the workflow should run once more in a week’s time). If there isn’t a junction, once the workflow is triggered the first time, a loop will be created that starts creating an infinite number of schedules. If this is done accidentally, delete the module from the workflow and save. This should eventually stop the loop, unless a frequency other than Once was used.
  2. If there is information the other workflow needs to reference, such as a sheet ID, row ID, or some other values, this is achieved by adding a state for each value in the workflow to be scheduled. In the module, expand the State Values section and enter the name of each state in the Key field, and the reference or exact value in the Value field. When the other workflow is triggered by the schedule modules in it can reference those states to obtain the values.
  3. To choose how the start time is set, either select When The Workflow Runs or On A Specified Date.
    When The Workflow Runs means the schedule’s start date and time will be the same as the module’s execution time.
    On A Specified Date means the scheduled start date and time will reference a specific date. The date referenced can be in ISO format or unix timestamp.
  4. Choose a frequency to set how often the schedule triggers the workflow. This can be Once, Hourly, Daily, Weekly, Monthly, Annually or a custom cadence.

If you select Monthly, the checkbox to run on the last day of the month will no longer be available. When you select a date that doesn’t exist every month, such as the 29th, 30th, and 31st, and the box is left unchecked, the workflow will be triggered only in the months where the date exists. However, if the box is checked, the workflow will be triggered on the last day of the month. 

If the start date is any other date of the month it doesn’t matter if the box is checked or not.

You select a custom frequency to access more options, such as how often the workflow should run by setting a number and unit e.g. every 7 hours. Note that the start time for any schedule isn’t guaranteed so the workflow could take up to 15 minutes to run.

Create workflow schedule

The following data is available in the Run Log once the module has executed:

  • Created At: The time the schedule was created.
  • Frequency: The frequency of the new schedule, corresponding to the value set in the frequency settings of the module.
  • ID: The id of the schedule.
  • Start At: the created schedule’s start time as a unix timestamp. If the start time was referenced the time presented in the Run Log will be in the format of the referenced time i.e ISO or Unix.
  • Workflow ID: the unique id of the workflow that was scheduled.

Deleting a schedule dynamically

To delete schedules dynamically, build a workflow that triggers on some event that should cause a schedule to stop triggering a workflow. This could be the workflow that was scheduled originally, or a completely separate one. 

The module has one field where the schedule’s ID can be referenced. If the schedule referenced doesn’t exist the workflow will still run successfully.

Delete schedule

The following data is available in the Run Log once the module has executed:

  • Status: If a schedule existed and was successfully deleted the status will be Schedule deleted. If a schedule didn’t exist the status will be Schedule not found.

Deleting or editing a schedule manually

All schedules for a workflow, regardless of if it was created directly in the workflow or by the Create Workflow Schedule module in another workflow, will appear in the trigger panel of the workflow the schedule is for. To delete a schedule, navigate to the workflow and click on the cog next to it and select Edit or Delete.

Edit and delete schedule

If a schedule won’t trigger the workflow to run again in the future, the schedule will not be visible in the panel and cannot be deleted via the UI.

Notes:

  • Schedules cannot be disabled. You will need to delete the scheduled workflow in order to stop it from executing.
  • Schedules cannot be set to run more than every 15 minutes.
  • Created schedules are all displayed in UTC timezone.

If the schedules being created have a recurring frequency it is good practice to decide how they should be deleted before they start getting created. This could be as the result of the scheduled workflow, or by updating the source that caused it to be created with the ID of the schedule, so that it can be referenced for deletion later.