Accruing Automation Settings

Accruing Automation : System Infrastructure and Logic
 

Accruing Automation is a scheduled workflow tool designed to execute specific business automations automatically based on a predefined timeframe and recurring frequency. This feature allows organizations to link automation events to a set schedule—such as daily, weekly, or monthly at a specific hour—while applying granular filters to target only a subset of customers based on parameters like source, tags, or custom fields. By automating these repetitive administrative tasks, the system ensures consistent engagement and data management without requiring manual triggers for every update.


 

How to Load This Module?   Follow these three steps to load the Accruing automation list modal:   Navigate to Settings: Open the main application Settings page, often found via a gear icon or the user profile menu. Locate the Submenu: In the left sidebar, expand the "Accruing and Automation" section. Open the Modal: Click on "Accruing automation". This triggers the get_accuring_data() function to load your saved schedules into the #modal_Accruing_automation interface.

Managing Accruing Automation Schedules
 

The Accruing Automation list modal is your central hub for managing all scheduled workflow events.

List Management and Actions   The main interface displays all currently active automation schedules in a searchable table:   Listing: View the ID, Automation Name (linked to existing automation events), and Create Date for every record. Search: Use the search bar at the top to find specific schedules by their automation name. Try Now: Click the "Try now" button to run the automation once immediately as a test without waiting for the next scheduled time. Edit: Use the Pencil icon to modify the parameters, time, or recurrence of an existing schedule. Delete: Click the Red Trash icon to permanently remove a schedule from the system.

Understanding Accruing Automation Workflow
 

Accruing Automation acts as a background manager that automatically triggers specific tasks based on a schedule you define.

How It Works   Targeted Selection: You choose an existing automation and use Parameters (like Folder or Tag) to filter exactly which customers should be included in the run.   Precision Timing: You set a specific Hour for the execution to ensure tasks like emails or status updates happen at the most effective time of day.   Background Execution: Once you click Submit, the system stores these rules and uses a background process to check daily which automations are "due" based on your chosen intervals.

Understanding Recurring Intervals (Automation Duration)
 

The Automation Duration section determines the specific gap or frequency between each execution of your workflow.
 

• Frequent Cycles (2, 3, 5, 10 Days): These are designed for high-touch workflows, such as sending follow-up reminders shortly after a lead is captured. For example, if you select "every 5 Day," the system counts exactly 5 days from the last run before triggering the automation again at the set hour.

• Extended Cycles (15, 20 Days): These longer intervals are ideal for long-term nurturing or periodic status checks that do not need to happen every week.

Quick Management in the List
 

From the main listing, you can monitor and test your setup:
 

• Try Now: Runs the automation immediately for a quick test without waiting for the scheduled day.

• Live Tracking: The list displays the Automation name and Create date, allowing you to see exactly when each recurring rule was established.
  
  
   

  How Monthly Automation Works   When you select the Monthly duration in the Accruing Automation setup, the system provides a calendar-based scheduling interface:   - Date Selection: A grid of days (1 through 31) appears, allowing you to select specific dates of the month when the automation should trigger.   - Targeted Timing: The automation will run on every selected date at the exact Hour specified in the top field (e.g., 10:00).   - Recurring Schedule: Once submitted, this creates a permanent monthly cycle; for example, if you select "15," the system will automatically trigger the chosen automation for your filtered customers on the 15th of every month.   - Filtered Execution: The automation only impacts customers who meet your defined Parameters, such as those in a specific "Folder" or with a specific "Tag" at the time of the run.

  
  
   

  How Annual Automation Works   When you select the Annual duration in the Accruing Automation setup, the system allows you to schedule workflows for specific dates throughout the year:   - Month and Date Selection: The interface provides checkboxes for all 12 months (January to December) and numerical dates (1 to 31).   - Precision Scheduling: You can choose a specific combination, such as "January" and "1," to trigger the automation every New Year's Day.   - Specific Execution Time: The automation will run on your selected date(s) at the exact Hour defined in the setup form (e.g., 10:00).   - Targeted Filtering: Like other schedules, it only executes for customers matching your selected Parameters, such as a specific "Tag" or "Folder".

  
  
   

  How Annual from Customer Field Works   The Annual from customer Field option allows you to trigger automations based on personalized dates stored within a specific customer's profile rather than a fixed calendar date.   - Dynamic Triggering: Instead of all customers receiving an automation on the same day (like New Year's), this setting triggers the workflow on a date unique to each individual, such as a birthday or renewal date.   - Custom Field Selection: Once selected, a Custom Fields dropdown menu appears. You must select the specific date field the system should monitor, such as birth_date or date_normal.   - Automated Matching: The background system checks daily to see if the current day and month match the date saved in that specific field for each customer. Execution Time: If a match is found, the linked automation (e.g., "automations events check") triggers for that specific customer at the Hour defined in your settings (e.g., 10:00).

  
  
   

  How Annual from Tab Field Works   The Annual from Tab Field option functions similarly to the customer field setting but specifically targets dates stored within Tab Lists associated with a customer.   - Dynamic Source Selection: When you select this duration, a TAB LIST dropdown menu appears at the bottom of the form.   - Targeted Triggering: Instead of using a general customer profile date, the system looks into a specific Tab List (such as a list for specific contracts or project milestones) to find a date field.   - Annual Recurrence: The automation will trigger every year on the month and day found in the selected tab's date field.   - Time-Based Execution: Just like other schedules, it will run for those specific customers at the exact Hour you defined (e.g., 10:00).

  
  
   

  How Weekly and Daily Automation Works
   

  These settings allow you to schedule automations for consistent, short-term repetition.

  Weekly Duration   When you select Weekly, the system provides a day-of-the-week selection grid:   - Day Selection: You can check specific days (S, M, T, W, T, F, S) to determine exactly when the automation should trigger. - Recurring Schedule: The automation will repeat every week on the selected days. For example, selecting "M" and "F" will trigger the workflow every Monday and Friday. - Timing: Execution occurs at the specific Hour you set in the form (e.g., 10:00).   Daily Duration   The Daily option is the simplest recurring schedule for high-frequency tasks:   - 24-Hour Cycle: The automation triggers every single day without exception. - Consistency: It runs at the exact Hour specified, making it ideal for daily status checks or morning notification emails.

  
   

  Accruing Automation Summary
   

  Accruing Automation is a background management system that automatically triggers specific workflow events for filtered customers at a precisely scheduled hour and recurring interval. It uses flexible durations—ranging from daily and weekly cycles to personalized annual dates based on customer fields—to ensure tasks like follow-ups and status updates run consistently without manual intervention.