Workflow - Scheduled Trigger: How Historical Data Takes Effect

Q: How do Scheduled Triggers work?

• When a record is created, updated, or restored, the system evaluates scheduled-trigger workflows. If the record meets the workflow conditions, the system creates a pending scheduled task.

Q: When saving a modified definition, which option should I choose?

• Choose “Stop executing historical tasks after saving (Recommended)” — note: all tasks that were started before modifying the workflow will stop. Previously created scheduled tasks will be deleted and you must update the records again to generate new scheduled tasks.
• Choose “Continue executing historical tasks” — note: previously created scheduled tasks will continue to run according to their original schedule but will not follow the new rule.

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Q: Will historical data take effect by default?

• Historical data does not take effect by default. To re-trigger workflows for historical records, use a scheduled job to bulk update records, or perform a bulk import that updates existing records.

Q: Why don’t historical records take effect immediately?

• Some organizations have very large volumes of historical data. If all historical records were activated at once, it could cause a large instantaneous load on the system.

1. Schedule type: Execute once

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1. Schedule type: Recurring — daily

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1. Scheduled trigger rules

• If a field used by the scheduled workflow is modified, the system recalculates the scheduled task based on the updated value. For example, if the execution date changes from 2020-12-31 to 2021-01-01, the scheduled task start date becomes 2021-01-01.

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• About cumulative time calculation for execution time: for example, if the execution time is set to “12 hours after Created Time” and a record’s Created Time is 2021-01-01 18:00, the backend calculates the execution as 2021-01-02 06:00. Time addition can affect the execution date.

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