{"id":339,"date":"2022-07-11T17:17:51","date_gmt":"2022-07-11T16:17:51","guid":{"rendered":"https:\/\/gatlabs.com\/knowledge\/?p=339"},"modified":"2025-02-04T17:03:33","modified_gmt":"2025-02-04T17:03:33","password":"","slug":"recurring-workflows","status":"publish","type":"docs","link":"https:\/\/gatlabs.com\/knowledge\/tech-tips\/recurring-workflows\/","title":{"rendered":"Recurring Workflows"},"content":{"rendered":"\r\n<p>You can use\u00a0<a href=\"https:\/\/gatlabs.com\/education\/products\/gat-flow\/\">GAT Flow<\/a>\u00a0to automate recurring actions within the Google Workspace environment.<\/p>\r\n\r\n\r\n\r\n<p>These<strong> recurring<\/strong> workflows can enforce specific user settings that can\u2019t be controlled on the Google Workspace Admin Console.<\/p>\r\n\r\n\r\n\r\n<h3 class=\"wp-block-heading\">Configure a Recurring Workflow<\/h3>\r\n\r\n\r\n\r\n<p>Open GAT+ and navigate to\u00a0<strong>Flow<\/strong><\/p>\r\n\r\n\r\n\r\n<p><img fetchpriority=\"high\" decoding=\"async\" width=\"318\" height=\"281\" class=\"wp-image-49\" title=\"GAT Flow | Actions Available when Modifying Users 1\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/screenshot-gs.generalaudittool.com-2021.11.05-14_40_30.png\" alt=\"\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/screenshot-gs.generalaudittool.com-2021.11.05-14_40_30.png 318w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/screenshot-gs.generalaudittool.com-2021.11.05-14_40_30-300x265.png 300w\" sizes=\"(max-width: 318px) 100vw, 318px\" \/><\/p>\r\n\r\n\r\n\r\n<p>Navigate to<strong> Recurring workflow &gt;<\/strong>\u00a0<strong>Create workflow<\/strong><\/p>\r\n\r\n\r\n\r\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-4004\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_12_45-GAT-Flow.png\" alt=\"\" width=\"1683\" height=\"527\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_12_45-GAT-Flow.png 1683w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_12_45-GAT-Flow-300x94.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_12_45-GAT-Flow-1024x321.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_12_45-GAT-Flow-768x240.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_12_45-GAT-Flow-1536x481.png 1536w\" sizes=\"(max-width: 1683px) 100vw, 1683px\" \/><\/p>\r\n\r\n\r\n\r\n<h4 class=\"wp-block-heading\">Recurring workflow \u2013 workflow type<\/h4>\r\n\r\n\r\n\r\n<p>In Workflow type fill in the details<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Name \u2013\u00a0<\/strong>enter a workflow name<\/li>\r\n<li>Description \u2013 enter a description for the workflow (optional)<\/li>\r\n<li><strong>Cron \u2013<\/strong> Select the <strong>time when the workflow to occur<\/strong> (cron expression)\r\n<ul>\r\n<li><strong>Every day<\/strong> &#8211; after midnight<\/li>\r\n<li><strong>Every weekend &#8211;\u00a0<\/strong>every Saturday<\/li>\r\n<li><strong>Every first day of the month &#8211;\u00a0<\/strong>every first day of the month<\/li>\r\n<li><strong>Custom<\/strong> &#8211; select <strong>custom cron<\/strong> expression &#8211; by default <strong>only one workflow per day\u00a0<\/strong><\/li>\r\n<\/ul>\r\n<\/li>\r\n<li><strong>Timezone<\/strong> <strong>\u2013 <\/strong>select your local time zone (unless some other timezone is needed) and the workflow will repeat based on the combination of Cron and Time Zone configurations.<\/li>\r\n<\/ul>\r\n<p style=\"padding-left: 40px;\"><em>NOTE: Setting up your local timezone when creating a recurring workflow will automatically adjust the execution time when the time changes in your region.<\/em><\/p>\r\n<ul>\r\n<li><strong>Scope<\/strong> <strong>type<\/strong> \u2013 select what users to be affected by the workflow\r\n<ul>\r\n<li>Organization unit &#8211; select Org. unit\r\n<ul>\r\n<li>Recursive OU search &#8211; enable or disable recursive OU search<\/li>\r\n<\/ul>\r\n<\/li>\r\n<li>Groups &#8211; enter the Google Groups<\/li>\r\n<li>Users &#8211; enter the Users needed<\/li>\r\n<\/ul>\r\n<\/li>\r\n<li><strong>Notify<\/strong> \u2013 designate a specific person or group of users to be notified when the workflow is completed.<\/li>\r\n<li><strong>Workflow tags<\/strong> \u2013 apply your customized tags for easier workflow identification. <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/how-to-create-workflow-tags-in-gat-flow\/\">How to Create Workflow Tags in GAT Flow<\/a><\/li>\r\n<li><strong>Active<\/strong>\u00a0\u2013 activate or deactivate the Recurring workflow<\/li>\r\n<li><strong>Pre-approved<\/strong>\u00a0\u2013 When\u00a0<strong>on\u00a0<\/strong>the workflow does not need to be approved, when\u00a0<strong>off\u00a0<\/strong>the workflow (action after the user is moved to Group or Org unit) has to be approved again.\r\n<ul>\r\n<li>The Workflow (Recurring workflow) must be approved by default, for the actual events (actions selected) to run, enable pre-approved to run the job without needing approval, disable pre-approval and the job itself must be approved again.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<li><strong>Conditional flow<\/strong> &#8211; enable the <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/conditional-workflows\/\">Conditional flow<\/a> option<\/li>\r\n<li><strong>Include suspended users<\/strong> \u2013 select to allow suspended users to be included in the workflow<\/li>\r\n<\/ul>\r\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-10182\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Recurring-timezone.png\" alt=\"\" width=\"1562\" height=\"1081\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Recurring-timezone.png 1562w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Recurring-timezone-300x208.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Recurring-timezone-1024x709.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Recurring-timezone-768x532.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Recurring-timezone-1536x1063.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/Recurring-timezone-360x249.png 360w\" sizes=\"(max-width: 1562px) 100vw, 1562px\" \/><\/p>\r\n\r\n\r\n\r\n\r\n\r\n<h4 class=\"wp-block-heading\">Recurring Workflow &#8211; Choose actions<\/h4>\r\n\r\n\r\n\r\n<p>In the &#8220;<strong>Choose Actions&#8221;<\/strong> tab click on &#8220;<strong>Add action&#8221;<\/strong> and <strong>select any of the actions<\/strong> available<\/p>\r\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4090\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-20-19_46_19-GAT-Flow.png\" alt=\"\" width=\"1559\" height=\"745\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-20-19_46_19-GAT-Flow.png 1559w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-20-19_46_19-GAT-Flow-300x143.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-20-19_46_19-GAT-Flow-1024x489.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-20-19_46_19-GAT-Flow-768x367.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-20-19_46_19-GAT-Flow-1536x734.png 1536w\" sizes=\"(max-width: 1559px) 100vw, 1559px\" \/><\/p>\r\n<p>In this example: <strong>Users &gt; Set Email signature<\/strong><\/p>\r\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4091\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-20-19_49_34-GAT-Flow.png\" alt=\"\" width=\"1425\" height=\"522\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-20-19_49_34-GAT-Flow.png 1425w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-20-19_49_34-GAT-Flow-300x110.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-20-19_49_34-GAT-Flow-1024x375.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-20-19_49_34-GAT-Flow-768x281.png 768w\" sizes=\"(max-width: 1425px) 100vw, 1425px\" \/><\/p>\r\n<p>The Actions will be displayed <strong>fill in all necessary details.<\/strong><\/p>\r\n<ul>\r\n<li>Manually create the Signature &#8211; using the variables and tags<\/li>\r\n<li><strong>Pick template<\/strong> &#8211; pick any of the prepared templates and fill in its details<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4092\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-20-19_53_00-GAT-Flow.png\" alt=\"\" width=\"1566\" height=\"841\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-20-19_53_00-GAT-Flow.png 1566w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-20-19_53_00-GAT-Flow-300x161.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-20-19_53_00-GAT-Flow-1024x550.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-20-19_53_00-GAT-Flow-768x412.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-20-19_53_00-GAT-Flow-1536x825.png 1536w\" sizes=\"(max-width: 1566px) 100vw, 1566px\" \/><\/p>\r\n\r\n\r\n\r\n<p>When ready with the actions click on\u00a0<strong>Send approval request.<\/strong><\/p>\r\n\r\n\r\n\r\n\r\n\r\n<p>The\u00a0<strong>Recurring workflow<\/strong>\u00a0can be:<\/p>\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul>\r\n<li><strong>Eye icon<\/strong>\u00a0\u2013 view details for the workflow<\/li>\r\n<li><strong>File icon<\/strong>\u00a0\u2013 view the\u00a0<strong>results of the Recurring workflow<\/strong><\/li>\r\n<li><strong>Pen icon<\/strong>\u00a0 \u2013 edit the actions before the workflow is approved<\/li>\r\n<li><strong>X button<\/strong>\u00a0 \u2013 delete the Recurring workflow<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4007\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_31_21-GAT-Flow.png\" alt=\"\" width=\"1514\" height=\"486\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_31_21-GAT-Flow.png 1514w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_31_21-GAT-Flow-300x96.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_31_21-GAT-Flow-1024x329.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_31_21-GAT-Flow-768x247.png 768w\" sizes=\"(max-width: 1514px) 100vw, 1514px\" \/>\r\n\r\n<\/figure>\r\n\r\n\r\n\r\n<h4 id=\"3-toc-title\" class=\"betterdocs-content-heading wp-block-heading\">Security officer<\/h4>\r\n<p><strong>Important Note:<\/strong>\u00a0For Event and Recurring workflow \u2013 by <strong>default Security Officer must approve the request<\/strong>. The \u201cpre-approved\u201d (selected above)\u00a0<strong>is for the Actions on the workflow<\/strong>\u00a0to run without approval, the\u00a0<strong>Event workflow itself must be approved.<\/strong><\/p>\r\n<p>When the request is sent an automatic email will be sent to the\u00a0<strong>Security officers<\/strong>\u00a0of your domain.<\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image size-full is-style-twentytwentyone-border\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4008\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_34_08-GAT-Flow-Approval-request-for-flow-process-alex.bell@gedudemobsn.com-BSN-E.png\" alt=\"\" width=\"1143\" height=\"729\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_34_08-GAT-Flow-Approval-request-for-flow-process-alex.bell@gedudemobsn.com-BSN-E.png 1143w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_34_08-GAT-Flow-Approval-request-for-flow-process-alex.bell@gedudemobsn.com-BSN-E-300x191.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_34_08-GAT-Flow-Approval-request-for-flow-process-alex.bell@gedudemobsn.com-BSN-E-1024x653.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_34_08-GAT-Flow-Approval-request-for-flow-process-alex.bell@gedudemobsn.com-BSN-E-768x490.png 768w\" sizes=\"(max-width: 1143px) 100vw, 1143px\" \/>\r\n\r\n<\/figure>\r\n\r\n\r\n\r\n<p>This will lead the Security Officer to the approval page \u2013 <strong>Flow &gt; Recurring workflow.<\/strong><\/p>\r\n\r\n\r\n\r\n<figure class=\"wp-block-image size-large is-style-twentytwentyone-border\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4009\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_35_56-GAT-Flow.png\" alt=\"\" width=\"1621\" height=\"477\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_35_56-GAT-Flow.png 1621w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_35_56-GAT-Flow-300x88.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_35_56-GAT-Flow-1024x301.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_35_56-GAT-Flow-768x226.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_35_56-GAT-Flow-1536x452.png 1536w\" sizes=\"(max-width: 1621px) 100vw, 1621px\" \/><\/figure>\r\n\r\n\r\n\r\n\r\n\r\n<h3>Result<\/h3>\r\n\r\n<p>When the Recurring workflow is approved.<\/p>\r\n<ul>\r\n<li>The <strong>workflow will be triggered when the selected time comes<\/strong>\u00a0\r\n<ul>\r\n<li>In this case every weekend<\/li>\r\n<li>The actions (change email signature) will run automatically \u2013 every time the time comes<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<figure class=\"wp-block-image size-full is-style-twentytwentyone-border\">\r\n<figcaption><\/figcaption>\r\n<\/figure>\r\n<p>The result can be seen in<strong> Flow &gt; Recurring workflow &gt; Results<\/strong><\/p>\r\n<figure class=\"wp-block-image size-large is-style-twentytwentyone-border\"><\/figure>\r\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4010\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_40_52-GAT-Flow.png\" alt=\"\" width=\"1508\" height=\"530\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_40_52-GAT-Flow.png 1508w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_40_52-GAT-Flow-300x105.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_40_52-GAT-Flow-1024x360.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/07\/2022-07-14-15_40_52-GAT-Flow-768x270.png 768w\" sizes=\"(max-width: 1508px) 100vw, 1508px\" \/><\/p>\r\n<p>It will lead to the\u00a0<strong>Workflow\u00a0<\/strong>tab, where<strong>\u00a0all\u00a0the workflows<\/strong> triggered by the selected Recurring workflow happen.<\/p>\r\n\r\n<p>For the example above, the Email signature will be automatically updated every weekend.<\/p>\r\n","protected":false},"excerpt":{"rendered":"<p>You can use\u00a0GAT Flow\u00a0to automate recurring actions within the Google Workspace environment. These recurring workflows can enforce specific user settings that can\u2019t be controlled on the Google Workspace Admin Console. Configure a Recurring Workflow Open GAT+ and navigate to\u00a0Flow Navigate to Recurring workflow &gt;\u00a0Create workflow Recurring workflow \u2013 workflow type In Workflow type fill in [&hellip;]<\/p>\n","protected":false},"author":5,"featured_media":0,"comment_status":"open","ping_status":"closed","template":"","meta":{"footnotes":""},"doc_category":[49,20],"glossaries":[],"doc_tag":[27],"class_list":["post-339","docs","type-docs","status-publish","hentry","doc_category-on-boarding-off-boarding-modifying","doc_category-users-management","doc_tag-gat-flow"],"year_month":"2026-04","word_count":602,"total_views":"2056","reactions":{"happy":"0","normal":"0","sad":"0"},"author_info":{"name":"stan","author_nicename":"stan","author_url":"https:\/\/gatlabs.com\/knowledge\/author\/stan\/"},"doc_category_info":[{"term_name":"On-boarding, Off-boarding &amp; Modifying","term_url":"https:\/\/gatlabs.com\/knowledge\/tech-tips-category\/users-management\/on-boarding-off-boarding-modifying\/"},{"term_name":"Users Audit &amp; Management","term_url":"https:\/\/gatlabs.com\/knowledge\/tech-tips-category\/users-management\/"}],"doc_tag_info":[{"term_name":"GAT Flow","term_url":"https:\/\/gatlabs.com\/knowledge\/tech-tips-tag\/gat-flow\/"}],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.4 (Yoast SEO v27.4) - 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