Scheduler

Scheduler allows AiX processes to run automatically at a defined date, time, or recurring interval.

Instead of manually starting the same process each time it is required, you can create a schedule and allow AiX to execute it automatically.

Scheduler is particularly useful for recurring business activities such as daily reports, periodic document processing, information monitoring, and regular notifications.

What is Scheduler?

Scheduler controls when an AiX process should run.

For example, you might create schedules to:

Run a Smartflow every morning
Generate a weekly management report
Process documents every evening
Check for new information at regular intervals
Produce a monthly summary
Send scheduled notifications

A schedule can be associated with a supported AiX process and configured to execute automatically.

The scheduling options available to you depend on your organization's configuration and your access permissions.

Scheduler and Smartflow

Scheduler and Smartflow work together to automate business processes.

Smartflow defines what should happen.

Scheduler defines when it should happen.

For example, a Smartflow might define the following process:

Retrieve Information → Analyze with AI → Generate Summary → Send Notification

Scheduler can then automatically run that Smartflow every weekday morning.

This separates the business process from its execution schedule, allowing the same Smartflow to be run manually or automatically.

Viewing Schedules

Open Scheduler from the AiX navigation menu to view schedules available to you.

Depending on your permissions, you may be able to see information such as:

Schedule name
Description
Scheduled process
Frequency
Next execution
Last execution
Status

Schedules can typically be enabled or disabled without removing their configuration.

Creating a Schedule

Depending on your permissions, you may be able to create schedules.

To create a schedule:

Open Scheduler.
Select New Schedule.
Enter a name and description.
Select the process or Smartflow to execute.
Define when the process should run.
Configure any required parameters.
Review the schedule.
Save and enable the schedule.

Once enabled, AiX will automatically execute the scheduled process according to the defined schedule.

Schedule Types

Depending on your organization's configuration, schedules may be configured to run once or repeatedly.

One-Time Schedule

A one-time schedule runs a process at a specific date and time.

For example:

Run the Year-End Report Smartflow on 31 December at 6:00 PM.

Recurring Schedule

A recurring schedule runs repeatedly according to a defined frequency.

Examples include:

Daily

Run every day at 8:00 AM.

Weekly

Run every Monday at 9:00 AM.

Monthly

Run on the first day of every month.

Interval

Run at a defined recurring interval.

The scheduling options available may vary depending on the AiX configuration.

Schedule Parameters

A scheduled process may require information or parameters when it runs.

For example, a reporting Smartflow might require:

Reporting period
Input location
Output location
Recipient
Processing options

Where supported, these values can be configured as part of the schedule so that the process can execute without requiring manual input each time.

Example: Daily News Summary

A Smartflow could be designed to retrieve and analyze relevant news.

The process might be:

Retrieve News → Filter Relevant Articles → AI Analysis → Generate Summary → Send Notification

Scheduler could then be configured to run the Smartflow:

Every weekday at 7:00 AM.

The process runs automatically and produces the required output without a user having to start the Smartflow manually.

Example: Monthly Management Report

A Smartflow could collect information and generate a management report.

The Smartflow might perform:

Retrieve Data → Analyze Results → Generate Charts → Create PowerPoint → Save Output

Scheduler could run the Smartflow automatically on the first business day of each month.

This allows recurring reporting processes to be automated while maintaining a consistent workflow.

Enabling and Disabling a Schedule

A schedule can be enabled or disabled where your permissions allow.

Enabled

The schedule is active and will execute according to its configured timing.

Disabled

The schedule remains configured but will not automatically execute.

Disabling a schedule can be useful when an automated process needs to be temporarily suspended without deleting its configuration.

Editing a Schedule

Depending on your permissions, you may be able to modify an existing schedule.

For example, you might change:

Execution time
Frequency
Scheduled process
Input parameters
Start or end date
Schedule status

Review schedule changes carefully before enabling the updated schedule.

Execution History

AiX maintains execution information for scheduled processes.

Depending on your permissions, you may be able to review information such as:

Scheduled execution time
Actual execution time
Process or Smartflow executed
Execution status
Completion time
Generated outputs
Errors or exceptions

Execution history can help confirm that scheduled activities have completed successfully and assist with troubleshooting when a scheduled process fails.

Failed Scheduled Runs

A scheduled process may fail if a problem occurs during execution.

For example:

Required information is unavailable
A source system cannot be reached
A file cannot be accessed
An AI service is unavailable
A Smartflow step encounters an error

Where available, review the execution details to identify the step or activity that caused the problem.

After resolving the issue, the process may be run again manually or allowed to execute at its next scheduled time.

Scheduling Considerations

Before scheduling a process, consider how frequently it needs to run and whether all required resources will be available at the scheduled time.

For example, consider:

How long the process normally takes
Whether required source systems will be available
Whether required files or information will be ready
Whether multiple scheduled executions could overlap
Whether the process uses external AI services or APIs
Whether human review is required
Who should review failures or exceptions

Avoid scheduling processes more frequently than required.

Human Activities

A scheduled Smartflow can include human activities.

For example:

Scheduled Start → Retrieve Documents → AI Review → Human Review → Generate Final Report

Scheduler can automatically start the process, but the Smartflow may pause when it reaches a step requiring human action.

The workflow can continue after the required user completes their activity.

This allows scheduled automation to be combined with appropriate human oversight.

Good Practices

When using Scheduler:

Use clear and descriptive schedule names.
Schedule processes only as frequently as required.
Confirm that required inputs will be available.
Consider the expected execution time.
Avoid unnecessary overlapping executions.
Review execution history periodically.
Investigate failed executions.
Disable schedules that are temporarily not required.
Review schedules when the associated Smartflow changes.
Include human review where appropriate for important business processes.

Scheduler, Smartflow, and Assistants

AiX provides different capabilities for different types of activities.

Assistant

Provides a reusable conversational AI experience.

Smartflow

Defines a repeatable business process.

Scheduler

Determines when a supported process should execute automatically.

Together, these capabilities allow AiX to support both interactive AI use and automated business processes.

For example:

Knowledge Base

Provides the organizational information.

↓

Smartflow

Defines how the information should be processed.

↓

Scheduler

Determines when the process should run.

↓

Human Review

Provides oversight where required.

This allows recurring AI-assisted activities to operate as controlled business processes rather than isolated AI interactions.

Next Steps

You may also want to explore:

Smartflow — Create and run AI-powered business workflows.
Knowledge Base — Use organizational information with AI.
Assistants — Create reusable conversational AI experiences.