6. Q-Robot Automation Beyond Workflows
Q-Robot: Automating Tasks Beyond Standard Workflows
1 Introduction
1.1 Function Introduction
- Q-Robot's Role: It operates independently of in-process nodes, automating tasks like sending reminders and adding data, thus eliminating manual effort.
1.2 Application Scenarios
- Use Cases: It's ideal for scenarios requiring fixed condition operations, like sending weekly meeting reminders or adding data to records upon specific triggers (e.g., equipment warranty applications).
1.3 Effect Display
- Example: Setting up WeChat reminders demonstrates how recipients receive these automated notifications.
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2. Setup Steps
2.1 Function Entrance
- Access: Navigate to the "Settings" of the target application, find "Q-Robot", and select "Create".
2.2 Create Q-Robot
2.2.1 Name
Customization: Users can edit the Q-Robot's name for easier identification.
2.2.2 First trigger time
Q-Robot allows you to set the initial trigger time with six different options. One of these options is 'When adding new data': In this case, Q-Robot activates whenever new data meeting specific conditions is added to the system. It's important to note that importing new data does not trigger Q-Robot.
Q-Robot offers flexible trigger options for updating data. You can configure it to activate in two ways:
- When Any Field is Updated: Q-Robot will trigger whenever any field in your data is updated. This option ensures Q-Robot responds to any changes made in the data, irrespective of the specific field.
- When a Specified Field is Updated: This allows for more targeted triggering. Q-Robot activates only when a certain field, or any one of multiple specified fields, is updated. It’s an effective way to monitor specific data changes.
Be mindful when using Q-Robot with batch data updates, as this could lead to a large number of triggers. This feature should be used with caution to avoid overwhelming the system or generating excessive notifications.
Q-Robot can be configured to trigger actions based on specific dates defined in a form's date field. This method allows for precise scheduling of automated tasks. Here's how it works:
- Selecting the Trigger Date: You can set Q-Robot to trigger based on the date field in a form. The options for setting this trigger date are 'today', 'before', or 'after' the date specified in the form.
- Today (The Same Day): Q-Robot activates on the exact date chosen in the form's date field.
- Before: Q-Robot triggers on a date prior to the one selected in the form, according to a predetermined number of days set by you.
- After: Conversely, Q-Robot activates on a date following the one specified in the form, also based on a set number of days.
This functionality enables Q-Robot to perform tasks at precise times relative to specific dates, enhancing the automation's effectiveness in time-sensitive scenarios.
Q-Robot includes a feature to handle execution failures. This functionality is designed to trigger Q-Robot under specific circumstances:
- Trigger on Execution Failure: If Q-Robot encounters a failure in performing its designated tasks, it will be triggered once for each piece of data that meets the conditions but couldn't be processed successfully.
- Scope of Execution Failures: The types of failures that trigger this response include the inability of Q-Robot to add or update data, send emails, SMS, or execute tasks through Webhook nodes.
This fail-safe mechanism ensures that any unsuccessful operation is flagged and addressed, maintaining the integrity and continuity of automated processes.
Q-Robot also offers a 'User-defined' trigger option, providing a high degree of customization for initiating automated tasks:
- Trigger on User-defined Action: You can set Q-Robot to activate each time a specific, user-defined button is clicked. This trigger will apply to each piece of data that meets the predetermined conditions.
- Setting up the User-defined Trigger: To utilize this feature, you first need to create a user-defined button. This button should be configured with the trigger action labeled 'Execute Q-Robot (Advanced Edition)'. Once set up, clicking this button will prompt Q-Robot to perform its assigned tasks based on the specified conditions.
This customizable trigger option allows for greater flexibility and control over when and how Q-Robot executes its operations, making it adaptable to a wide range of specific user needs and scenarios.
Q-Robot's 'Customization' feature allows for personalized scheduling of automated tasks:
- Setting the First Trigger Time: You have the flexibility to set the initial trigger time according to your specific needs. This means you can define exactly when Q-Robot should start its operation based on a time that you choose.
- Activation Upon Time Reach: Once the set time is reached, Q-Robot will be triggered for any data that meets the predefined conditions. This enables precise timing for task execution, tailored to fit unique operational requirements.
This level of customization ensures that Q-Robot's automation aligns perfectly with your workflow timings and specific task requirements.
Q-Robot's 'Repeat Cycle' feature allows for setting the frequency of task execution after its initial trigger:
- Selecting Repetition Period: You have the option to set Q-Robot to trigger periodically. The available choices for the repeat cycle include 'Non-repeating', 'Daily', 'Weekly', 'Monthly', 'Quarterly', 'Yearly', and 'Custom'.
- Daily Repeat Options:
- Natural Days: This refers to all days of the week, including weekends.
- Working Days (Monday to Friday): Here, Q-Robot will only operate on weekdays, excluding Saturdays and Sundays.
- Statutory Working Days: This takes into account the official working days as determined by the State Council's 'Annual Legal Holiday Arrangement'. Holidays are excluded in this setting. If the set number of days surpasses the known holiday schedule, the excess is considered as regular working days (Monday to Friday). The system updates the specified days according to the latest holiday schedule.
These options ensure that Q-Robot's automated tasks align with your organization's operational calendar and specific scheduling needs, providing flexibility and precision in automation timing.
Q-Robot's 'Customization' feature allows you to set specific time intervals for repeated triggers, with options including 'year', 'month', 'week', 'day', or 'hour'. This provides flexibility to schedule automated tasks precisely according to your operational needs.
2.2.4 End Time for Q-Robot Triggers:
Options for End Time:
Never End: Q-Robot will continue triggering indefinitely as per the set rules.
Specified Number of Repetitions: You can define how many times Q-Robot should repeat its action before stopping. For example, reminding daily until a project ends after 10 occurrences.
Based on Fields in the Form: The end time can be tied to a date field in the form, with options to trigger 'today', 'before', or 'after' the date specified.
- Same Day: Triggers at the end of the selected day.
- Before: Triggers at the end of a day before the set date, based on the number of days specified.
- After: Ends triggering on a specified day after the selected date.
For 'Non-Repeat' periods, setting an end time is not necessary.
2.2.5 Data Range
Set filter conditions for data. Q-Robot triggers only for data that meets these conditions.
2.2.6 Trigger Action
After configuration, set the trigger action. Options include 'Add Data' and 'Send Reminder'.
Add Data: Allows adding new data to the target application with specific rules and field matching.
Send Reminder: Send reminders to designated recipients with chosen methods and content.
When setting Q-Robot's first trigger time to respond to execution failures, it's important to note that imported data will not activate this trigger. Additionally, for each reminder sent, there's a minimum interval of 5 minutes between triggers. This ensures that reminders are not sent too frequently, avoiding potential overload or spamming issues.
3. Precautions
- Usage Limit: Q-Robot's daily maximum usage limit is 2 million times. Exceeding this may affect functionality.
- Dynamic Date Range: 'Today' defaults to the application time in 'first trigger condition'.
- Trigger Time Based on Table Fields: Each row in a table will trigger once if the date field is in the table.
- Filter Conditions with Table Subfields: If any row in the table meets conditions, the data is considered meeting the criteria.
- Service Provider Restrictions: Custom and execution failure triggers won't activate WeChat reminders.
- Execution Delays and Failures: 'Queue' status is displayed for delays; check data deletion or incorrect calls for failures.
- Q-Source and Q-Database: Operations outside standard workflows won't trigger Q-Robot.