Scheduled runs

Scheduled workflows fire without anyone pressing a button, at an interval your admins configure: daily, weekly, monthly, or on a custom schedule. They are how regular reports, proactive reminders, and compliance checks happen on time, every time.

When a schedule is the right trigger

• Regular reports: compile a weekly list of overdue invoices or a monthly summary of upcoming contract renewals.
• Proactive reminders: alert account owners to renewals before the notice deadline, or remind the team to submit expense reports by Friday.
• Compliance checks: find vendors whose insurance certificates expire within 30 days and create follow-up tickets automatically.
• Recurring data sync: pull a list from one connected system, compare it with another, and flag discrepancies.

On each run, the workflow triggers as if someone started it manually, but with no initiating message. Unless the workflow creates a ticket, there is no visible thread; the agent runs and logs to the workflow run history. When it finds something that needs action, it can create a ticket in the right inbox so your team sees it immediately, as covered in Workflows and tickets.

Rolling date windows

A recurring workflow should never hard-code dates. Write the agent step's instructions with a rolling window relative to the run date, so each execution picks up the right cohort on its own. The pattern in practice, a weekly arrears check running every Monday at 08:00:

1. Look up the current window. The agent finds all invoices that fall due within the next 14 days, via the connected accounting system.
2. Create a ticket per invoice. Each ticket lands in the Finance inbox with the vendor name, amount, and due date.
3. Finance arrives to a ready queue. The tickets are waiting on Monday morning without anyone running a report.

Because the window is "the next 14 days" rather than a fixed date range, next Monday's run naturally covers the next cohort. Pair rolling windows with workflow memory (see The agent step) when consecutive runs overlap, so the agent skips people it already contacted.

Company data analytics workflows

A common scheduled use is reviewing how well your documents cover the topics you care about. Harriet offers two routes:

• The built-in Company data analytics report, a batch report in the portal aligned to your Harriet taxonomy with consistent scoring. Prefer it when you want a standard, repeatable snapshot without maintaining a topic list yourself; account owners can start a new report from the Company data analytics page.
• A workflow you design, for a bespoke review, a custom cadence, or to combine coverage checks with other steps such as opening tickets for the owning team to review.

The workflow shape is a single configurable agent step, optionally on a monthly or quarterly schedule, with an optional ticket-creation step so findings land in an inbox. Enable the Knowledge base skill (and optionally Ticketing), and nothing else the prompt does not need. Paste your topic list directly into the agent's instructions, since the agent cannot open Company settings or read your taxonomy for you, and have it classify each topic as found, partial, or not found, flagging contradictions between documents. Pilot on one country and tag first, and treat the output as advisory: validate contradictions with the document owners and legal before acting.

Guardrails

• Give scheduled workflows clear error handling: if a connected system is unavailable, the agent should create an alert ticket rather than failing silently.
• Avoid schedules so frequent they create noise, such as every five minutes for a process that changes daily.
• Confirm the workflow's timezone setting matches your team's expectation; off-by-one errors are common with date-based schedules.
• Review scheduled workflows after major process changes, since a stale schedule can generate misleading or redundant tickets.
• Only users with manage workflows permission can create or edit scheduled triggers.