Scheduled Actions
Package: BASIC
1. General
Actions of an automation can be configured with a time delay. The Scheduled Actions module lists all such time-delayed actions that are to be executed at a later point in time. It serves two purposes:
- Overview of which time-delayed automation actions will be executed and when
- Ability to prevent or stop the execution of scheduled actions
Records in the Scheduled Actions module cannot be created or edited manually – they are created exclusively by an automation.
An automation is scheduled to send an email at a later time. Before the action is executed, the send should be prevented. The corresponding action is located in the Scheduled Actions module and removed from the list via Delete. The email will no longer be sent.
An administrator wants to check which time-delayed actions of a specific automation are still pending. In the Scheduled Actions module, the list can be filtered by the Automation field to retrieve a targeted overview of all pending actions.
2. List View
The list view in the Scheduled Actions module has the usual functionalities of a list view. For more detailed information, see the section Structure/Layout – List View.
2.1. Actions
The following module-specific actions are available in the list view.
"Actions" Button (for records marked with checkbox)
| Action | Prerequisite | Functionality |
|---|---|---|
| Delete | At least one Scheduled Action marked with checkbox | Deletes the selected scheduled actions and thus prevents their execution – see Section 4. |
"Three Dots" Actions Icon (per row)
After clicking the "Three Dots" actions icon in a row, a context menu opens with the following actions:
| Action | Prerequisite | Functionality |
|---|---|---|
| Delete | none | Deletes the scheduled action and thus prevents its execution – see Section 4. |
| Show Details | none | Opens the "Action Details" popup with further information about the action to be executed. |
| Execute at next possible time | Action must not be of type "Change Contract" | Sets the planned execution time to the current time. Execution occurs on the next run of the background task. |
3. Detail View
No custom fields can be created since the module is not available in Module Management!
3.1. Fields
The following table describes all fields of the module. Since no fields are filled manually, it serves for information purposes only.
Basic Data Block
| Field | Description |
|---|---|
| Related To | Link to the triggering record |
| Module | Module of the triggering record |
| Automation | Name of the automation |
| Action | Name of the action within the automation |
| Execution Time | Planned execution time (date and time) |
| Status | Current status of the scheduled action |
3.2. Actions
The following actions are available in the detail view:
3.2.1. General Actions
- Recommend
- Delete → see section Usage
- Change Tracking
- Show Details → opens the "Action Details" popup with further information about the action to be executed
For detailed information on the actions, see the section Actions (Detail View).
3.2.2. Module-Specific Actions
There are no module-specific actions in this module.
4. Usage
To prevent the execution of scheduled actions, individual or multiple actions can be deleted from the list.
4.1. Deleting Individual Scheduled Actions
- List view: Click the "Three Dots" actions icon in the row of the action to be deleted and select "Delete".
Deleting individual scheduled actions
- Detail view: Open the flyout menu via the "Actions" icon and select "Delete".
In both cases, a confirmation popup is displayed. After clicking "Confirm", the scheduled action is deleted and will no longer be executed.
4.2. Deleting Multiple Scheduled Actions
Mark the actions to be deleted in the list view using checkboxes, then click the "Actions" button and select "Delete". After confirmation in the popup, all marked actions are deleted and will no longer be executed.
Marking scheduled actions using checkboxes
5. Practical Examples
1 – Stopping a Scheduled Email Send in Time
An automation is configured to send a reminder email to a customer with a time delay after a ticket status change. Shortly after the trigger, the responsible employee realizes that the situation has changed and the email should no longer be sent.
He opens the Scheduled Actions module and filters the list by the name of the affected automation. The corresponding action is visible in the list with execution time and status. Via the actions icon in the row, Delete is selected and the action is removed from the list after confirmation. The email will no longer be sent – without having to change the automation itself.
2 – Reviewing an Overview of All Pending Actions of an Automation
An administrator wants to ensure before a planned system maintenance window that no time-delayed actions of a specific automation will be executed during that period.
In the Scheduled Actions module, the list view is restricted to the relevant automation via the Automation filter. The filtered list shows all pending actions with the respective execution time. Actions whose execution time falls within the maintenance window are marked with checkboxes and collectively removed via Actions → Delete. This ensures that no unwanted processes are triggered during the maintenance.
3 – Reviewing Details of a Scheduled Action Before Execution
An automation for contract renewal has been newly set up and is scheduled to run for the first time in three days. The responsible administrator wants to verify before execution that the action is correctly configured.
In the Scheduled Actions module, the corresponding record is opened. Via the general action Show Details, the Action Details popup opens with further information about the action to be executed – such as which fields will be changed or which messages will be sent. Based on this information, the administrator can assess whether the action will be executed as intended, or whether the automation needs to be adjusted beforehand.
6. Frequently Asked Questions
Can I create or edit records in the Scheduled Actions module manually?
No. Records in the Scheduled Actions module are created exclusively by automations with time-delayed actions. Manual creation or editing is not possible.
What happens when I delete a scheduled action?
The action is permanently removed from the list and will no longer be executed. The associated automation itself remains unchanged – only this one scheduled execution instance is prevented.
How can I quickly find all pending actions of a specific automation?
In the list view of the Scheduled Actions module, the filter function can be used to filter by the Automation field. This displays exclusively the actions of the desired automation.
What does the "Action Details" popup show?
The Action Details popup opens via the Show Details action in the detail view and contains further information about the specific execution of the scheduled action – e.g., which fields will be changed or which messages will be sent. It serves for review before execution.
Can I delete multiple scheduled actions at once?
Yes. In the list view, multiple records can be marked using checkboxes. Via the Actions → Delete button, all marked actions are deleted together after confirmation.
Are there custom fields in the Scheduled Actions module?
No. The Scheduled Actions module is not available in module management, so no custom fields can be created. The structure of the module is fixed.