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Workflow Trigger - Triggered by Date Field

A date field trigger allows you to select a date field from a worksheet (such as a contract expiration date or customer visit time). The system automatically monitors the configured date and time values. When the server time reaches the specified date and time in a record, the workflow is triggered to execute the configured business process.

This trigger type enables time-based automation scenarios, such as scheduled reminders, recurring notifications, and automated follow-ups.

Example 1:
The Employee Directory worksheet stores each employee's birthday. At 9:00 AM on an employee's birthday, the workflow automatically sends a birthday greeting email to the employee.

Example 2:
The Visit Plan worksheet stores scheduled customer visit times. The workflow automatically sends a reminder notification to the sales representative 1 hour before the scheduled visit.

Configure the Workflow​

Select the Date Field Trigger​

When creating a workflow, select Triggered by Date Field as the trigger type.

Learn how to create a workflow

Configure Trigger Settings​

  • A. Select Worksheet

    Select the worksheet that contains the date field to monitor.

    All worksheets within the current application are available for selection. In this example, select the Employee Directory worksheet.

  • B. Select Date Field

    Select a date field or date-time field. The workflow monitors the selected field values in all records of the worksheet.

    Note: If the date or time value of a record is updated, the workflow will wait and trigger based on the newly updated date and time.

  • C. Start Time

    The start time determines the first execution time. The configuration differs depending on whether the selected field is a date field or a date-time field.

    • Date Field

      A date field does not include a time value, so you need to manually specify the execution time.

      The workflow can be triggered before, after, or on the selected date.

    • Date-Time Field

      A date-time field already contains both date and time information, so you do not need to configure an additional execution time.

      The workflow can be triggered at the specified time or a specified number of minutes, hours, or days before or after the field value.

  • D. Recurrence

    Configure whether the workflow should run repeatedly based on your business requirements.

    Available options include:

    • Every year
    • Every month
    • Every week
    • No repeat

    Example:
    Select the Hire Date field in an employee record as the trigger field and set the recurrence to Every Year. If an employee's hire date is August 22, 2018, the workflow will be triggered every year on August 22.

  • E. End Time

    If the workflow does not need to run indefinitely, you can set an end time. After the specified time, the record will no longer trigger the workflow.

    End Time is only available for workflows with recurring execution.

Configure Filter Conditions​

Only records that meet the configured conditions can trigger the workflow. If a record does not meet the conditions, the workflow will not run even when the scheduled date arrives.

Example:
When sending employee anniversary emails, only employee records with an Active status should trigger the workflow.

Configure Action Nodes​

After configuring the trigger, add the action nodes that should be executed when the workflow runs.

Example 1: Send Birthday Greetings to Employees​

The Employee Directory worksheet stores each employee's birthday. The workflow automatically sends a birthday greeting email to each employee at 9:00 AM on their birthday.

Configure Trigger Settings​

Configuration Details

In this example, the selected trigger field is the Birthday field, which is a date field.

Because the date field does not include a time value, a specific execution time must be configured.

  • Execution Date: Uses the date stored in the date field, which is the employee's birthday.
  • Execution Time: Defaults to 8:00 AM. Click to modify the execution time.
  • End Time: Not configured.
  • Recurrence: Every year.
  • Trigger Conditions: Only employee records with the status Active can trigger the workflow.

2. Configure Action (Send Birthday Email)​

Add and configure the Send Email node.

3. Publish the Workflow​

Example 2: Send a Reminder Before a Customer Visit​

In the Visit Plan worksheet, send a reminder notification to the sales representative 1 hour before the scheduled customer visit.

1. Configure Trigger Settings​

Start Time:
Because the selected field is a date-time field, the time value is already included. The workflow uses the field value to determine when to trigger.

You can choose:

  • Trigger at the exact date and time specified in the field.
  • Trigger a specified number of minutes, hours, or days before or after the field value.

2. Configure Notification Actions​

The configuration of the subsequent notification node is not covered in this example.

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