Overview

Actionflows that require running at a particular time or frequency can be scheduled using a

Creating Task Plans

1. In your application's Repository, expand 

   Insert excerpt
   _taskplan _taskplan nopanel true

    and click

   Insert excerpt
   _new _new nopanel true

2. In the Basic Settings for the New Task Plan, set: 
   
   1. Name: Give the task plan a name to indicate its purpose
   2. Enabled: 

      Insert excerpt
      _toggle_on _toggle_on nopanel true

       to indicate the task plan configuration is complete and it can be run
   3. Scheduled: 

      Insert excerpt
      _toggle_on _toggle_on nopanel true

       to open a Schedule section in the properties, where the day and time that the task plan will run can be configured
   4. Suspend on Failure: 

      Insert excerpt
      _toggle_on _toggle_on nopanel true

       to automatically suspend the task plan if it generates an error on running
      1. For more details on these settings and further options, see Task Plans.
   5. Click 

      Insert excerpt
      _save _save nopanel true

Creating an Action Task

1. In the Tasks section, hover over the 

   Insert excerpt
   _addIcon _addIcon nopanel true

    icon and choose Action Task
   
2. In the Basic Settings for the New Action Task, set:
   1. Name: Give the action task a suitable name
   2. Click 

      Insert excerpt
      _save _save nopanel true

      .
3. In the Actionflow Instance section, click the 

   Insert excerpt
   _actionflow_icon _actionflow_icon nopanel true

    icon to open a list of Actionflows in the Repository
   1. Or click the 

      Insert excerpt
      _addIcon _addIcon nopanel true

       icon to create a new one

1. 1. Drag the required Actionflow(s) into the Actionflow Instance section
   2. The Actionflow instance canvas will open
      1. Click Click to Connect and choose an input of Task Plan

For more on tasks, see Task.

Configuring Send By Email

1. On the Task Plan settings, in the Send By Email section, set:
   
   • Email from: This must be the email account used to send emails from PhixFlow
     • To find this, in the 

       Insert excerpt
       _repository _repository name full nopanel true

       , expand 

       Insert excerpt
       _emailConfiguration _emailConfiguration name accounts nopanel true

     • Double-click on 

       Insert excerpt
       _emailConfiguration _emailConfiguration name icon nopanel true

        Outbound emailer and copy the login email 

1. • Subject Expression: Enter an appropriate subject

   • Message Expression: Enter an appropriate message 

   • Notification: click 

     Insert excerpt
     _addIcon _addIcon nopanel true

2. In the Notification section, select

   Insert excerpt
   _add_icon _add_icon nopanel true

   1. To set up the User Notification Rule, See User Notification Rule
3. Click 

   Insert excerpt
   _finish _finish nopanel true

Running and Scheduling Task Plans

Task plans can either be run manually from the Repository or run automatically by setting up a schedule.

1. To run manually, right-click on the task plan in the Repository and select

   Insert excerpt
   _taskplan_start _taskplan_start nopanel true

   1. PhixFlow runs the task plan and sends an email to the selected user, if set up
2. To run on a schedule, toggle on Scheduled in the Task Plan 

   Insert excerpt
   _property_settings _property_settings nopanel true

3. In the Schedule section, populate the appropriate fields to schedule the task plan, see Task Plans
4. Wait for your task plan to start under its schedule

Worked Example

Here is a worked example using the Retail Data (available from the Learning Centre).

Weekly Timesheet Reminder Email

In this example, we'll set up an Actionflow that retrieves the email address for specific staff members and sends them an email to remind them to fill in their timesheets. We'll then add this Actionflow to a Task Plan and specify the frequency (weekly) and day (Friday) that we want the email to be sent on.

Create Actionflow

1. On the Actionflow homepage, create a new Actionflow
   1. Name: Timesheet Email
2. Create a 

   Insert excerpt
   _action_calculate _action_calculate nopanel true

    action
   1. Name: Retrieve Staff Emails
3. Hover over the 

   Insert excerpt
   _action_calculate _action_calculate nopanel true

    action to select Add Lookup
   1. Name: RE
4. Create a lookup to the Shop_Staff data and output the email addresses
   1. Ensure the email attribute is mapped as an Return (Outgoing) Mapping and an Output Attribute
5. On the

   Insert excerpt
   _action_view _action_view nopanel true

   , create a filter:
   1. Where ANY of the following are true:
      1. staffID
         1. equals
         2. 4385800847
      2. staffID
         1. equals
         2. 1546843809
            Image Modified
            
6. On the Calculate action, create an attribute to process the email addresses
   1. Name: EmailAddresses 

   2. Expression: 

      Code Block
      language js theme Emacs
      listToString(RE.email)

      
      

7. Create a 

   Insert excerpt
   _action_email _action_email nopanel true

    action and connect it to the Calculate action
   
   1. Map across the EmailAddresses attribute 
8. Click on the Email action to open its Properties and pin the tab
   1. For the From field, we need to use the email address specified as the login email in your Outbound Emailer; to find this, in the 

      Insert excerpt
      _repository _repository name full nopanel true

      , expand 

      Insert excerpt
      _emailConfiguration _emailConfiguration name accounts nopanel true

      1. Double-click on 

         Insert excerpt
         _emailConfiguration _emailConfiguration name icon nopanel true

          Outbound emailer and copy the login email 
   2. Paste this into the From field on your pinned 

      Insert excerpt
      _action_email _action_email nopanel true

       properties
   3. To: enter your email address
      1. This way you can see if the Actionflow is working

   4. CC: 

      Code Block
      language js theme Emacs
      ${in.EmailAddresses}

      
      

   5. Subject:

      Code Block
      language js theme Emacs
      Timesheet Reminder

      
      

   6. Message:

      Code Block
      language js theme Emacs
      Please ensure your timesheet is completed by close of play today.

      
      

   7. Leave all other fields blank

   8. Insert excerpt
      _finish _finish nopanel true

Create Task Plan

1. In the Repository, expand 

   Insert excerpt
   _taskplan _taskplan nopanel true

    and click

   Insert excerpt
   _new _new nopanel true

2. In the Basic Settings for the New Task Plan, set: 
   
   1. Name: Weekly Timesheet Reminder
   2. Enabled: 

      Insert excerpt
      _toggle_on _toggle_on nopanel true

       
   3. Scheduled: 

      Insert excerpt
      _toggle_on _toggle_on nopanel true

   4. Suspend on Failure: 

      Insert excerpt
      _toggle_on _toggle_on nopanel true

Task Plan Schedule

Schedule the task plan to run on a specified day at a specified time.

1. In the Schedule section, populate the following fields:
   1. Seconds: 0
   2. Minutes: 0
   3. Hours: 10
      1. Choose an appropriate time to enter here based on the time where you are now so you can see the results of the task plan 
      2. Due to international time differences, the time in PhixFlow may be different to where you are. Check the 

         Insert excerpt
         _console _console nopanel true

          for the time in PhixFlow
   4. Day of Month: ?
   5. Month: *
   6. Day of Week: FRI
      
      1. Choose today's day of the week so you can see the results of the task plan 
   7. Year: *

2. Insert excerpt
   _save _save nopanel true

    the task plan

Receive Notification of Task Plan Completion

Set up an email configuration to receive notification that the task plan has completed.

1. In the Send By Email section, set:
   
   • Email From: This must be the email account used to send emails from PhixFlow
     • To find this, in the 

       Insert excerpt
       _repository _repository name full nopanel true

       , expand 

       Insert excerpt
       _emailConfiguration _emailConfiguration name accounts nopanel true

     • Double-click on 

       Insert excerpt
       _emailConfiguration _emailConfiguration name icon nopanel true

        Outbound emailer and copy the login email 

1. • Subject Expression: "Weekly Timesheet Reminder Task Plan"

   • Message Expression: "The Task Plan has completed."

   • Notification: set up your own email address here
2. Click 

   Insert excerpt
   _save _save nopanel true

Creating the Action Task

1. In the Tasks section, hover over the 

   Insert excerpt
   _addIcon _addIcon nopanel true

    icon and choose Action Task
   
   1. Name: Timesheet Email
   2. Click 

      Insert excerpt
      _save _save nopanel true

      .
   3. Actionflow Instance: click the 

      Insert excerpt
      _actionflow_icon _actionflow_icon nopanel true

       icon to open the list of Actionflows 
   4. Drag across the Timesheet Email Actionflow into the Actionflow Instance section
   1. The Actionflow instance canvas will open
      1. Click Click to Connect and choose an input of Task Plan
2. Wait for the task plan to run at your chosen time