Automation - Workflow Scheduler

This article will explain how CRM performs automated operations for you.

Rashmi Kashyap

9 Jul, 2025 - Updated 3 days ago

Introduction

You can use the Scheduler to perform automated operations or ‘jobs’ at a predefined time, and only when certain conditions are triggered. The Scheduler operates behind the scenes periodically to perform different jobs. It automates a lot of operations by running a cron (script) in the background.

You can enable or disable a job from the sequence of execution. For example, you can have automated email reminders that remind you of upcoming events.

Jobs in the Scheduler

The jobs in the scheduler are listed based on:

A module’s availability in your Vtiger edition
Whether the module is enabled or disabled (Settings > Module Management > Modules)

The Scheduler displays all the workflows that are currently running as per the Scheduler List. This is available for multiple scheduled workflows with the same trigger time and helps you know and monitor active workflows. Click the Question mark icon beside the Running Status to display the workflow name that is running. The status of the scheduled workflow cron changes back to active when the workflow action is completed.
Note:

If you install modules through extensions and there is an automated operation defined for that module by the CRM, the job will automatically get added to the Scheduler list.
If you need to automate an operation for a module, contact our Support team ([email protected])

Working of a Scheduler

The Scheduler in Vtiger CRM works 24/7. It scans the job list and checks for the following criteria in a job:

Sequence: The sequence starts with the number 0. So, the job with sequence number 0 gets first priority, the job with sequence number 1 gets second priority, and so on...
Frequency: The jobs having a frequency of 00:00 (H:M) will execute instantly, and other jobs execute based on the defined frequency.
Status: Only jobs having an Active status will be considered. Inactive jobs are skipped.

Once the above criteria are met, the Scheduler operates.

Consider the screenshot above for a clear understanding:

The Workflow job has sequence number 0, frequency 00:00, and is active. Therefore, it is given first priority and executes instantly.
The Recurring invoice has sequence number 1, frequency 12:00, and is active. It was last scanned 10 hours ago. The scheduler will wait for 2 more hours before executing at the frequency 12:00.
The SendReminder has sequence number 2, frequency 00:00, but is inactive. Hence it will be skipped by the Scheduler and moved to the next job.

Note: The Last scan started and the Last scan ended columns show when the job was executed previously.

Here are the samples of jobs that are executed by the Scheduler in Vtiger CRM:

Number	Job Name	Frequency(in sec)	Tasks that are triggered when the Scheduler runs
1	Workflows	0	Triggers actions such as sending emails, creating events and tasks, updating fields, creating records, and invoking custom functions.
2	Send Reminder	0	Email reminders are sent to you of upcoming events.
3	Recurring Invoice	43200	Recurring Invoices that are automatically created from sales order records.
4	Mail Scanner	0	Processes incoming emails in the Mailroom to create, update, or archive records.
5	Scheduled Import	0	Handles scheduled imports for files containing over 1000 records.
6	Email Campaigns	0	Handles email campaign creation, template delivery, and tracking of customer interactions.
7	Auto Google Sync	900	To sync Google Contacts/Calendar with Vtiger and vice versa.
8	Schedule Reports	0	Triggers email delivery of scheduled reports.
9	VTAP Sync	900	Executes data sync, dependency resolution, field mapping, and error logging.
10	Purchase Order with Reorder Qty	0	Creates Purchase Orders or alerts for products below the reorder threshold.
11	Best time to Contact	86400	Analyzes touchpoints and updates best contact times in Contacts and Leads.
12	Calculus NLP	0	Processes emails, chats, and calls to extract sentiment and metadata insights.
13	Recommendations	0	Analyzes deals, flags those needing action, and triggers configured follow-up tasks.
14	Scheduled Workflows	900	Checks conditions and executes actions for matched records.
15	Insights	86400	Triggers journey tasks, sales activities, and deal stage updates.
16	Recycle Bin	604800	Updates record status, logs activities, triggers workflows, and unlinks relationships.
17	Session Service	1800	Validates credentials, sets session tokens, and loads user preferences.
18	AutoResponder Campaigns	900	Sends personalized emails, tracks engagements, and triggers follow-up actions based on recipient behavior.
19	User Daily Activity Count	86400	Tracks daily activities by executing reminders, task creation, and record updates.
20	IMAP Scanner	900	Triggers incoming emails to create or update records like Contacts, Leads, Tickets, and more based on predefined rules.
21	Import Trash Collector	86400	Triggers workflow activation, logs updates, and initiates scheduled imports.
22	Email Sequences	3600	Handles email scheduling, delivery, tracking, and bounce management.
23	Phone Credits	0	Triggers call logging, recording, credit deduction, and related workflows on call activity.
24	SMS Queue	0	SMS Queue manages outgoing SMS messages by queuing them for delivery via your configured SMS provider.
25	Mailchimp Batch Extractor	0	Imports subscribers, syncs lists/campaigns, processes unsubscribes, and logs sync results.
26	Consents Deduplication	0	Identifies duplicates, updates consent, logs changes, re-evaluates opt-ins, and triggers consent workflows.
27	Trash Aged Webhook	86400	A trash-aged webhook is triggered by a scheduled workflow when a record has been in the trash for a specified number of days.
28	Chat Insights	86400	Analyzes chats by tracking message count, response time, missed chats, and ratings.
29	Notifier Queue	0	The Notifier (Workflow Task) Queue manages all the outgoing actions triggered by workflows or scheduled jobs.
30	Websense	0	Captures visitor activity, initiates chats, logs conversations, and links transcripts to contacts or deals.
31	Facebook Sync	0	Captures Facebook leads, syncs messages, updates contacts, and converts chats to deals or cases.
32	Storage Guard Job	0	This job runs regularly in the background to help you manage storage efficiently and avoid extra charges.
33	Update Case Record Fields	0	Sends notifications, updates fields, manages ownership, creates follow-ups, and triggers alerts.
34	Social Media Update	900	Triggers tasks for composing, posting, replying, scheduling, or deleting social updates.
35	Social Sync Queue	0	Automates fetching, processing, scheduling, and responding to social content via background tasks.
36	Stock Management	0	Triggers product creation, order confirmation, invoice generation, and PO receipt.
37	Adds on Payment	604800	These triggers automate actions like sending payment confirmations, updating records, creating follow-up tasks, and notifying external systems.
38	Recordings Transcripts Downloader	0	Downloads recordings, extracts transcripts, and logs them under Event records.
39	Emotions	0	Trigger tasks that log user-selected emoticons or auto-detected sentiments from emails, calls, and events to track customer sentiment.
40	Train	604800	Triggers tasks that update the bot’s knowledge, refine its responses and improve performance based on user interactions.
41	Update	43200	Automates emails, field updates, record creation, and notifications on record changes.
42	Flag Dislike Bot Messages	0	Processes and logs chatbot messages flagged as disliked, marking them for review and future improvement.
43	Bot Queries	900	Logs interactions, tags responses, tracks unanswered queries and updates analytics for bot optimization.
44	Predict AI Model Trainer	0	Predict AI Model Trainer triggers tasks like data upload, model training, outlier handling, and activation to generate accurate predictions.
45	Predict AI Dataset Upload	0	Collects, cleans, and uploads CRM data to the AI engine to enable or retrain predictive models.
46	Predict AI Fetch Predictions	0	Fetch Predictions Upload triggers tasks like data collection, AI prediction, result update, and error logging to keep records intelligently updated.
47	Sharing Access	0	Sharing access triggers permission updates, activity logs, and optional notifications to ensure the right users can view or edit shared records.
48	Sensitive Field	0	Sensitive field trigger audit logs, notifications, and optional workflows to ensure data security and compliance.
49	Scheduled Import	0	Automates the uploading and mapping of data files into CRM modules at predefined intervals.
50	Mailroom service	0	Mailroom tasks are automatically triggered when you forward an email to specific Mailroom addresses.
51	Global Search	0	Record data is sent to the Global Search service to enable search results for the user's search key.
52	Email Queue	0	Triggers tasks like EmailQueue and SendMailCron to process and send pending emails via scheduled workflows or campaigns.
53	Business Hours	0	Triggers workflows, escalations, reminders, and portal access.

Accessing the Scheduler

Follow these steps to access the Scheduler:

Log in to the CRM.
Click the User Menu icon on the top right corner of the screen.
Click the Settings button.
Go to the Automation section.
Click Scheduler.

You will see jobs are listed by default based on the modules present in your CRM account currently.

Changing the Sequence in the Scheduler

You can change the sequence in which the jobs are executed by the Scheduler when the cron runs.
Follow these steps to change the sequence of a job:

Log in to the CRM.
Click the User Menu icon on the top right corner of the screen.
Click the Settings button.
Go to the Automation section.
Click Scheduler.
Click the Drag icon under the Actions column.
Drag the job and place it wherever you wish in the jobs list.

A success message saying ‘Sequence updated successfully’ will pop up, and the sequence number of the job will be changed.

Changing the Status of Jobs in the Scheduler

Vtiger CRM provides you the flexibility to enable or disable the jobs that you do not want the scheduler to execute. For instance, if you don’t want a workflow job to be executed, you can disable it by making it inactive.

Follow these steps to change the status of the job:

Log in to the CRM.
Click the User Menu icon on the top right corner of the screen.
Click the Settings button.
Go to the Automation section.
Click Scheduler.
Click the Edit icon next to the corresponding cron job to change the status.
Select Active or Inactive from the Status dropdown.
Click Save.

The status of the job will be changed to Inactive, and the Scheduler will skip it.
Note: If the Scheduler is currently executing a job, then the job status is changed to Running. After the execution is complete, switches back to Active status. All of this happens in a split second.

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