Routines Optional feature

A routine runs saved AI agent instructions on a schedule. Use routines for recurring analysis, canvas creation, and Slack posts. Enable the AI agent in your workspace before using routines.

TIP

This is an optional feature. Depending on your contract, it might not be available.

Creating with chat

1. Open Global nav > AI Agent.
2. Select Routines in the left sidebar.
3. Select Create routine > Create with chat.
4. Edit the draft to specify your data and destination, then send it.
5. Review and approve the routine proposed by the AI agent.

In an existing session, you can also ask the AI agent to create or edit a routine. You can also ask from Slack or API conversations. If the operation needs approval, approve it in Codatum or in the confirmation message posted in the Slack thread.

Creating manually

1. In Routines, select Create routine > Create manually.
2. Set Name, AI profile, Schedule, and Instruction.
3. To run with a service account's permissions, select the service account in Run permission.
4. Select Save.

The routine runs with the permissions of the Run permission account and the selected AI profile. Run permission defaults to your own account. If you're a user of a service account, you can select that service account instead (Running as a service account). If you create a routine while switched to a service account, that service account becomes the run permission.

External actions such as posting to Slack also require the relevant agent connectors. A routine can use only connectors whose Admins and users include the run permission account and allowed by the AI profile. Check them under Agent connectors available with the run permission on the create and settings pages.

In agent runs started by a routine, tools are approved automatically. The approval mode and Allowed without asking in chat do not apply to routine runs.

In routine runs, the AI agent reports and responds in the language the instruction is written in. The Language setting of the run permission account isn't used.

Running, pausing, and editing

Open a routine from the list to manage it. Only its owner can edit settings, run it manually, or resume it (Sharing and permissions).

Action	Behavior
Run now	Runs without waiting for the schedule. Unavailable while a job is running.
Edit	Changes the name, status, AI profile, run permission, schedule, or instruction (Changing the run permission).
Disable routine	Pauses scheduled runs.
Resume	Resumes scheduled runs for a paused routine.
Delete	Deletes the routine.

Running as a service account

When Run permission is a service account, the routine runs with the service account's permissions instead of its creator's. Your team can operate shared routines without depending on a particular user's permissions.

You can select a service account that you're a user of. Workspace owners can select any service account.

A routine whose run permission is a service account works as follows.

• All users of the service account, including workspace owners, are owners and can edit settings, run the routine manually, resume it, and delete it. You can't add or remove owners individually. Manage users in the service account's Admins and users.
• Agent connectors that use personal authentication aren't available.
• The routine reads the service account's personal memory.
• Users of the service account can open the sessions the routine runs and continue them from their own accounts without switching (AI agent sessions).
• Runs fail after the service account is deleted.

Changing the run permission

Owners can change Run permission with Edit. You can change it to a service account that you're a user of, or to your own account. You can't change it to another user's account.

1. Open the routine and select Edit.
2. Select a different Run permission. Who owns the routine with that run permission appears below the field.
3. Select Save. For a routine with run history, a confirmation appears. Review it and select Save.

If you change the run permission from a service account to your own account, the instruction and routine memory, including what other users wrote, run with your permissions. Other users can no longer edit the settings. Sharing settings for viewing and routine memory don't change when you change the run permission.

Sessions created by past runs keep the previous run permission. People who could open them before can still open and continue them. The new owners may not be able to open them. When such a session is continued, routine memory is loaded only if the session's run permission account can still view the routine.

A job that's already running finishes with the previous run permission. A Queued job that hasn't started yet doesn't run and appears in Run history as Failed. The new run permission applies from the next run.

Reviewing results

On the detail page, Settings shows the instruction and upcoming runs. Run history shows scheduled times, statuses, and summaries. Memory shows information saved by the routine.

When the AI agent proposes changes to the instruction or schedule, Change proposed appears. Select Review details to review the proposal.

Change history

On the detail page, Change history lists the creation of the routine and each change to its settings, newest first. Each row shows the date, who made the change, how it was changed, and the changes. Select a row to compare it with the previous save.

• A change is recorded when you save a change to the name, instruction, schedule, timezone, AI profile, or run permission. Pausing, resuming, and changing sharing settings aren't recorded.
• Changes shows Created for the creation, and the changed items for each change.
• Changed via is one of Created in the editor, Edited in the editor, From a conversation, Saved from a run proposal, or ---.
• From a conversation means the routine was created or changed in an AI agent chat. The session title and link appear only to people who can open that session.
• Saved from a run proposal means a change proposed by the AI agent was saved with Save proposed changes.
• --- records the content, at the time change history became available, of a routine created before then.
• Anyone who can view the routine can review its change history.

Schedule

Select Frequency from Hourly, Daily, Weekly, Monthly, or Custom (cron). With Custom (cron), you specify a five-field cron expression (minute hour day-of-month month day-of-week). For example, */30 * * * * runs every 30 minutes.

• Minutes must be multiples of 5.
• Runs must be at least 10 minutes apart. You can specify */10 or 0,30, but not */5.
• You can't restrict both day-of-month and day-of-week. Set one of them to *.
• A run is skipped if the previous run is still in progress at its scheduled time. Skipped runs appear in Run history as Skipped.

Schedule constraints and the instruction length limit are also listed in Limits.

Sharing and permissions

The owner can use Share to grant viewing access to users, groups, or all workspace members. Viewers cannot edit settings.

The owner is the Run permission account. If the run permission is a service account, all users of that service account are owners (Running as a service account).

Automatic runs do not check workspace IP access control or multi-factor authentication. For the effect of settings changes, see Checks by access method.

Workspace owners can view, disable, and delete routines owned by other users. They cannot edit settings, run those routines manually, or resume them. For routines whose run permission is a service account, workspace owners are also owners and can edit settings, run them manually, and resume them.