Scheduled actions

Some workflows do not need an event to fire. They run on a calendar. PropLink calls these scheduled actions.

Examples

• Generate the unit budget certificate at the start of each financial year.
• Post the freeholder payout on the first day of each quarter.
• Send the year-end pack 30 days after year-end.
• Run the aged debtors report and email it to senior managers every Monday at 09:00.
• Lock the previous month's accounting period on the 10th of the following month.

Configure a scheduled action

1. Open Settings → Workflows → Scheduled actions → Add action.
2. Name it.
3. Pick the action type: generate report, lock period, send email, generate document, raise task.
4. Pick the schedule: cron-style or calendar (every Monday at 09:00, first of each month, last working day of the quarter).
5. Save.

Time zone

All scheduled actions run in the organisation's local time. PropLink handles British Summer Time transitions automatically.

Failure handling

If a scheduled action fails (data unavailable, downstream system unreachable), PropLink:

• Records the failure in the execution log.
• Notifies the action's owner.
• Retries with exponential backoff for transient failures.
• Pauses the schedule after three consecutive failures and waits for human investigation.

Manual run

To run a scheduled action immediately (during testing, or for a one-off catch-up):

1. Open the action.
2. Click Run now.
3. PropLink runs the action against current data.

The manual run is logged separately from scheduled runs.