Schedule and automate agent runs

Agents can run automatically at specific times or in response to events. In addition to specialized agents, you can also create scheduled runs with the awork Agent.

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Key benefits and use cases

Not every agent task needs to be started manually. Agents can handle recurring work on a schedule or run as an action within an automation.

Typical use cases include:

• Weekly project health checks

• Project reviews

• Project comments

• Notifying users

• Sending a message after a run

There are two ways to do this:

• Scheduled agent runs

• Automations with an agent

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Set up scheduled agent runs

A scheduled agent run runs an agent according to a defined schedule.

Create a new scheduled run

1. Go to your project and click the AI tab in the top navigation bar

1. In the Geplant section, click + Hinzufügen to the right of the search field
2. In the Geplante Ausführung erstellen modal, enter a meaningful name
3. Under Agent, select the agent you want from the available list. You can choose either a specialized agent or the awork Agent.
4. If needed, add extra instructions or insert dynamic context sources (User, Team, Customer, Task, Project, Doc) using the Kontext hinzufügen button or by typing @ in the text field

1. Set the repeat interval
   Under Wiederholen alle, configure how often the agent should run:

   • Enter a number in the number field
   • Select a unit from the dropdown menu: Tag(e), Woche(n), Monat(e) or Jahr(e)

2. Set the days and time for the run

   • Am: Select the days of the week when the agent should run
   • Um: Set the time for the run
   • Zeitzone: Select the appropriate time zone

3. Optionally, assign the run to a task

4. Click Speichern

When you create a project-specific schedule, the current project is already selected by default.

Manage scheduled runs

In the Geplant section of a project's AI tab, you can see all agent runs set up for that project. For each run, you'll see its name, the agent being run, the repeat interval, and the person who created the scheduled run.

Use the toggle to deactivate a scheduled run and reactivate it later if needed, without deleting it.

The action button gives you more options. You can edit a scheduled run, run it now, or delete it.

Use a project and task as context

A scheduled run can be linked to a project. You can also select a task.

• If a task is directly linked to the run, the agent knows which task to work on.
• If a task is only used as context and isn't directly linked to the thread, the run won't automatically appear on that task.

Personal scheduled agent runs

Agent schedules aren't limited to projects. You can also set up private scheduled agent runs for your own user.

1. Select AI from the Hauptmenü and click the Geplant button in the top right.
   • In the Geplante Ausführungen modal that opens, switch between Alle, Meine, or Projekt, or use the Suche
2. Click the + Hinzufügen button in the top left to create a new scheduled run.
   • Select the Agent you want. As well as specialized agents, you can also use the awork Agent here.
   • Optionally, select a project and a task.

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Set up automations with agents

Agents can also run automatically in response to project events. To do this, use a project automation.

1. Open your project's settings

2. Scroll to the Automatisierungen section and click + Hinzufügen

3. Select the trigger you want

4. Then click + Aktion to add an action

5. For agent-related actions, select the category with the robot icon

6. Select …führe Agent mit Prompt aus

1. Select the relevant agent

2. Configure the prompt with any additional instructions

3. Click Speichern to activate the automation.

The automation determines when the agent run is triggered.

Hand off work between your own agents

Example: A drafting agent creates content that is then reviewed by a review agent.

Here's how to set this up:

1. Save the result: Tell the drafting agent to save its result in the task or in an awork Doc it can access.

2. Change the status: Have the agent change the task status to Bereit zur Prüfung, for example, after saving the result.

3. Create an automation: In the project automation, create a trigger for this status change.

4. Start the review agent: Add the action to run an agent, enter a prompt, and select the review agent.

5. Define the review task: In the prompt, describe where the review agent can find the draft and what it should review.

The review agent starts in a separate conversation. It receives the triggering task and the project as context, but it doesn't automatically receive the first agent's conversation or files.

Permissions are based on the user responsible for the automation action, not the first agent.

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Permissions and responsibility

Each agent run uses the current permissions of the person responsible for it. A schedule or automation doesn't give the agent any additional permissions.

The responsible person depends on the trigger:

• Scheduled run: The user who created the schedule

• Automation: The user who set up the automation

• Continued thread: If a team member continues a thread, the agent uses that person's own instructions and access permissions

So always check the permissions of the person responsible. If they can't perform a particular action, the agent can't perform it either.

Who can edit a scheduled run?

The user who created the schedule is responsible for editing it. Only they can change its configuration, including the name, agent, instructions, or repeat rules. They also need the "Manage agents" permission and access to the selected context.

Other users with admin access to the associated project can manage the run's status (activate, pause, run now, delete), but they can't edit the schedule's configuration.

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Scheduled run vs. automation

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FAQ

Can an agent automatically handle recurring tasks?

Yes. Agents can run according to a defined schedule.

What permissions does a scheduled agent use?

It uses the permissions of the user who created the schedule.

What happens if a scheduled run fails multiple times?

Scheduled runs are automatically deactivated after three consecutive failed runs. This prevents a faulty schedule from continuing to run unnoticed. Once a scheduled run has been automatically deactivated, you can review it and then reactivate it.

Can agents be part of an automation?

Yes. Agents can be used as an action in automations.

Does an agent get additional permissions through an automation?

No. The agent still uses the permissions of the user who configured the automation.