What a routine is
A routine runs in the background and tells the right people when something needs attention, so nothing important is forgotten. Each routine pairs a trigger with a list of people to tell.
Triggers
- On a schedule: the routine runs at a regular interval and reports on the records that match its filter (for example, a weekly digest of everything still waiting for review).
- When a date passes: pick a date field on the form, such as a due date or target completion date, and how often to check it. At every check, the routine reminds people about the matching records whose date has passed and that aren't closed or finished, so the reminders repeat until the date is moved, the record is closed, or it no longer matches the routine. Use the Status filter to chase only the step you care about. A status you pick there is followed as it is, even a closed one, so you can also chase renewals, such as approved permits whose expiry date has passed.
Who it notifies
Send it to whoever should act:
- the record's step owner, the person responsible at its current state,
- its assignee or its creator,
- a group, or the person named in a person field on the record,
- or a fixed list of email addresses.
Overdue reminders are grouped per person: someone with five late records gets one email listing all five, not five separate pings.
Setting one up
Open Routines and click New routine. Name it, then choose what it watches: one form (or any form), one project (or any project) and one status (or any status). To catch records nobody has updated for a while, set Older than (days). Then pick the trigger, how often it runs (hourly, or daily, weekly or monthly at a time you choose) and who to notify. The When a date passes trigger and sending to a person field both need a specific form. Before you save, the Preview line describes in plain language what the routine will do. Once it's saved, Run now runs it straight away and really sends, so you can see what people receive. You can also ask the agent to set one up.
Only people who can manage projects (the Admin and Manager roles by default) see the Routines page.
Routines are a paid feature. On the Free plan the Routines page is visible but locked, with an upgrade prompt. If a paid subscription lapses, existing routines pause and send nothing until it's active again.