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Evergrowth Documentation

Set up a Workflow Scheduler automation

The Workflow Scheduler runs one of your saved workflows automatically against an audience, so research, qualification, or enrichment keeps happening without anyone pressing run. Point it at a fixed list of accounts or contacts, an existing saved view, or a filter you build on the spot, then choose whether it fires on a repeating cadence or the moment a new record starts matching. Use it when you want a workflow to keep working a source on its own, for example a weekly refresh of your key accounts, or an automatic run the instant a new inbound lead qualifies. For what a workflow is and how to build one, see Build a workflow.

The Workflows area, where the Workflow Scheduler card lives, is available to standard members. If you are signed in with read-only access you will not see Workflows in the left navigation.

Before you start

Section titled “Before you start”
  • You need a saved workflow to schedule. If you have not built one yet, see Build a workflow.
  • Decide the audience: a fixed set of accounts or contacts you pick once, an existing saved view that is re-checked every time the automation runs, or a custom filter you build directly in the scheduler. Saved views and custom filters are what let a realtime automation react to new records - a fixed list cannot, since it never changes on its own.

Steps

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There are two ways to start:

From the Accounts or Contacts list (fixed audience only): select the records you want the automation to run on, open the workflow picker, and choose the Schedule button on the workflow’s row. This opens New Workflow Scheduler with that workflow and your selected records already filled in as the audience, shown as a read-only “N accounts/contacts selected” summary. A fixed-record automation can only run On a schedule - it cannot use the realtime trigger, since there is nothing new for it to react to.

From Workflows > Workflow Scheduler, select Add new to open the same New Workflow Scheduler dialog from scratch. It walks through:

  1. Details - name the automation and, optionally, add a description.
  2. Audience (skipped if you started from the Accounts/Contacts shortcut) - choose Existing Saved view and pick one from the list, or Apply custom filter to choose accounts or contacts and build a filter inline, the same way you would build any advanced filter.
  3. Workflow - pick the saved workflow to run (skipped if you already chose one).
  4. Trigger - choose how it fires:
    • On a schedule - set the Frequency (Daily with an hour, Weekly with a weekday, or Monthly with a day of the month) and an End schedule of Never or On date.
    • When a record enters the audience - only available with a saved view or custom filter audience. The automation runs continuously in the background, checking for new matches roughly every five minutes, and will not process the same record more than once in a 24-hour period even if it keeps matching. Once created, the trigger type cannot be changed - if you need the other kind, create a new automation.
  5. Goal & limit - optionally set a goal (the same target you can set when launching a workflow by hand - a number of qualified accounts, contacts found, or both), and set Never process more than - a safety cap (10,000 by default) on how many records one run, or one day for a realtime automation, is allowed to process. This is a guardrail against runaway volume, not a way to target specific records: if the audience ever matches more than the cap, the automation pauses itself and notifies you rather than quietly working only part of the list.

Select Create to save the automation, or Save if you are editing one that already exists.

The times you pick for a schedule are read in your own time zone, captured from your browser when you create the automation.

What happens next

Section titled “What happens next”

The new automation appears in the Workflow Scheduler list, shown as a card with its name (or, if you left the name blank, “Scheduled to run [workflow] workflow”), its Audience (the saved view name, “Custom filter,” or the accounts/contacts you attached), its Trigger (the cadence, or “Realtime”), when it last ran, and its next run time.

Each automation carries a status:

  • Active - the automation is live and will run at its next scheduled time, or is actively watching for new matches.
  • Paused - the automation will not run until you resume it. Use the pause and resume controls on the card, or on the automation’s own page, to switch between the two.
  • Invalid - the workflow or audience behind the automation is no longer available, and it will not run until you fix it.

Every run - or attempted run - shows up in the Run history on the automation’s own page: when it fired, how many records it processed, and the result (Launched, No matches if nothing in the audience matched, Limit reached if it hit the record cap and paused, or Failed). A launched run links straight to its entry in the task feed, so you can see what the workflow actually did. See Monitor the task feed.

When the automation fires, the chosen workflow runs against the matching records exactly as if you had run it by hand, so its agent outputs land in the same places - on each account or contact, and in the task feed. See Review agent outputs.

Deleting an automation stops future runs. It does not delete any enrichment data already produced for the accounts or contacts it touched.

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