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Scheduler

Scheduler

Owned by Oleksandr Haiun, created
Last updated: Oct 31, 2024
5 min read

Automate issues creation of repetitive tasks with a built-in template scheduler πŸš€

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Contents πŸ‘‡πŸΌ

Cron expression

You have the option to automate issue creation from a template by utilizing a CRON expression, enabling you to establish a highly precise schedule for your template.

  1. Locate the specific template you wish to schedule.

  2. Click on the 3-dots menu and choose Edit.

  3. Proceed to the Scheduler tab.

  4. Select the CRON option from the Trigger type dropdown list.

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  1. Enter the CRON value:
    5.1 Fill in the CRON expression field with the desired schedule.
    5.2 Choose a Timezone or stick with the default setting.
    5.3 Choose a Starting from date (or stick with the default, which is the current date).

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  1. Click on the Show 10 next runs link in the Next run panel to review the schedule.

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  1. Let's save the template. Going forward, all issues will be generated according to the CRON expression you have defined for the template.

πŸ’‘HINT: All issues created according to the schedule can be found on the History tab β†’ Template History

  1. You can easily identify a template with a schedule set up by checking the Next run information in your list of templates.

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☝🏼NOTE: Even if you have set up a schedule for a template, you can still manually apply it whenever necessary. Clicking on the "Create Issue(s)" button will not deactivate the schedule.

Examples of CRON expressions

Understanding CRON expressions may have a steep learning curve. Therefore, we recommend exploring a few examples that can be integrated into your templates:

  • Daily at a specific time, for instance, 10 AM - 0 10 * * *

  • Weekly on every 7th day at 8 AM - 0 8 */7 * *

  • Monthly on the first day at midnight - 0 0 1 * *

  • Quarterly on the first day of the quarter - 0 0 1 1,4,7,10 *

πŸ’‘HINT: You have the option to generate the required expression using the Cron expression generator.

Interval

Unlike CRON expressions, the Interval option offers a more convenient method to establish a schedule for your template.

  1. Locate the specific template you wish to schedule β†’ start editing the template β†’ select the Interval option at the Scheduler tab.

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  1. Set your schedule by selecting your preferred options. You have the flexibility to set it to repeat every day, week, month, or on specific days of the week or month.

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  1. Just like for the Cron expression, you need to select a preferred time along with the Timezone and Starting from values for your schedule.

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πŸ’‘HINT: The Starting date can be set to a maximum of 1 year in the past to facilitate setting the next run date more conveniently.

  1. Review the next 10 runs displayed in the Next Run panel and remember to save the template.

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  1. Your scheduler is now set up and ready to go, allowing you to relax, knowing that your recurring tasks are effectively organized! πŸš€

Interval with deadline NEW

he Interval with Deadline scheduler is designed for tasks that need to be triggered by a specific deadline. This feature offers flexibility by allowing you to set both the deadline and the number of days in advance for the task to be created, ensuring tasks are initiated well before critical dates.

Here’s how it works:

  1. Locate the specific template you wish to schedule β†’ start editing the template β†’ select Interval with Deadline in the Scheduler tab.

  2. Select Starting from – this is the date when the rule becomes active.

  3. Choose the appropriate option for Deadline is every β†’ e.g., 1 Month on the Last day of the month

  4. Pick the suitable time and time zone if necessary.

  5. In the Start Days Before Deadline field, enter how many days before the deadline you want the task(s) to be created.

Example: If your deadline is the last day of the month and you set "Start Days Before Deadline" to 5, the task(s) will be triggered 5 days before the deadline, automatically adjusting for months with different lengths.

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  1. Once configured, you can review the upcoming 10 scheduled runs and their related deadlines in the Next run panel and save your template.

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  1. After saving, the Next run and relevant Deadline values will be displayed in the template list for easy reference.

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πŸ’‘HINT: You can use the {{deadline}} variable in text or date fields to automatically insert the actual deadline when the template is applied.

It works similarly to the Date Smart Variable. For more details, check out this article Smart Variables | Date and Date Time Smart Variables.

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With CRON, Interval, and Interval with Deadline schedulers, you can automate recurring tasks and stay ahead of key deadlines. Use smart variables like {{deadline}} to populate tasks with relevant data, ensuring smooth and efficient workflows. Set your schedules and let the system handle the rest, keeping your team focused on execution. πŸ‘©πŸ½β€πŸ’»

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