Premium Checkbox Feature
Usage of this feature requires account access to Premium Checkbox features. For queries related to your licence agreement, ask your account administrator to contact your Checkbox Account Manager.
Why do we need Scheduled Tasks?
Scheduled Tasks enables businesses to automate workflows and reminders, using event or time based triggers. For example, an email can be triggered to remind users to continue their assessment when it has been awaiting the approval of a user for 3 days.
There are two actions available and both can be configured to send daily, or within a time period, when a condition holds.
- Automated Emails
Automated emails allow for email notifications to be sent to any user, including the current assessment owner, and is useful for reminders, daily updates and reporting on assessments.
Webhooks allows Checkbox apps to connect to other apps and to send data between apps, enabling integration opportunities like Slack, Salesforce and Zapier.
How to set up Scheduled Tasks
Note: You need to have Team Administrator permissions to see and edit Scheduled Tasks.
To see the previously created scheduled tasks, and to create new ones:
- Click into “Scheduled Tasks” on the left hand panel of a Project Team for one of your Apps
- Click on “New Scheduled Task”, to create tasks to automatically send emails, or data via webhooks
- Enter the "Title" of your scheduled task
Note: This is only for the reference of the Project Team Administrator to differentiate between all the Tasks and will not be used anywhere else.
- Set up your “Triggers”
Note: There are two triggers which we can set to determine when the actions are executed - Daily and when the Report is Signed.
i) To send daily scheduled tasks, select “Daily” for frequency
ii) Set the time when users will receive this daily scheduled task and define how long this will continue to be executed using the start and end date
iii) Set the conditions of your scheduled task. See details at the bottom of this article
Note: Conditions can be used to specify the circumstances in which these tasks are actioned. Similar to Widgets, there is information about assessments that can be used, as well as variables that are exposed.b. Report is Signed
i) To send a scheduled task after the end document is signed by all parties with DocuSign or Adobe Sign, select “Report is Signed” for frequency.
Set up your “Scheduled Task”
Note: There are two scheduled tasks which can be set to determine the action executed - Send Email and Send Data.
i) Using the “Scheduled Task” drop-down, select “Send Email”
a. Send Email
ii) Click on “Email Builder” and customise your email by determining the recipients, the email subject, report attached and the email body.
Note: Static text, reference variables and meta variables are supported in the email builder.
b. Send Data
i) Using the “Scheduled Task” drop-down, select “Send Data
ii) Provide your webhook to allow data from each assessment to be sent to other applications. Please contact your Customer Success Manager if you’d like to discuss how this can be used
Setting up Conditions
Adding conditions allow scheduled tasks to be triggered only when all or any of the conditions are met. Conditions can depend on 3 types of variables:
- Date variable comparison (e.g. 1 day before today)
- User variable comparison (e.g. Comparison with the creator of the scheduled task)
- Free text comparisons
Date comparisons for scheduled tasks are great for reminders. Checkbox automatically detects with the ‘Variable’ is a date, and offers date comparisons based on the number of days before or after the creation of the scheduled task.
For Example: Here, the condition will be met if an assessment is created 3 days before today. ‘Today’ in this case, refers to the day that the scheduled task is being evaluated. This depends on the ‘Trigger’. In the screenshot below, the scheduled task is being evaluated daily between 01/07/2020 (start date) to 31/12/2020 (end date). So the condition will be satisfied if an assessment is created exactly 3 days before any day between the start and end date.
Conditions can also be created with comparisons between a user variable (e.g. Owner of the assessment) and the creator of the scheduled task (denoted with the comparator [me]).
Free text comparators are used when the variable is neither a date, or a user. It is common for this to be used for the Status of the assessment.