A scheduled task is a saved prompt that a Mind runs for you on a timetable, when you click Run now, or when a workflow you watch fails or finishes. Find it under Scheduled Tasks in the Minds sidebar, or press Ctrl+Shift+L from anywhere in Minds. You can also ask a Mind in a chat to create one for you.
The form reports Mind is required when you save without choosing a Mind, and closing the form with unsaved changes asks Discard unsaved changes?.
A Mind can also create the task for you in a chat. It confirms with you first unless you asked for the scheduling directly, and it needs your Add Task permission; without it, nothing is created. The new task inherits the chat's settings, such as the model and the Web, Compact and Swarm options. Its card links to the task with View Task; when it cannot create the task, the card reads Task scheduler not created.
The Schedule card holds a frequency row and, for every frequency except Manual, a Time field. Times use the server's clock, not your browser's.
| Frequency | When it runs |
|---|---|
| Manual | Only when you click Run now, or when a workflow trigger you turned on starts it. The time fields are hidden. |
| Daily | Every day at Time. |
| Weekdays | Monday to Friday at Time. |
| Weekly | Once a week on the Day of week you choose, at Time. |
| Monthly | Once a month on the Day of month (1 to 31). In a shorter month, it runs on the last day of that month. |
A new task starts as Daily at 04:00. Next to the Schedule heading, the card shows the server's time zone; hover over it to see the server's current time. Next-run times are shown as the server's wall clock and are not converted to your browser's time zone.
Triggers decide what starts a run. You can turn on any combination.
| Trigger | Runs when |
|---|---|
| On schedule | The schedule is due. On by default. |
| On workflow failure | A watched workflow fails, is aborted, or errors while running. |
| On workflow success | A watched workflow finishes. |
When a workflow trigger is on, choose the workflows under Workflows to watch. At least one is required; saving without one reports Select at least one workflow to watch. A Lake Builder task lists only Lake workflows, and a Warehouse Builder task lists only Warehouse workflows; with none to choose, the field reads No workflows available to watch.
The Instructions are the whole prompt a triggered run receives; the platform adds no action for you. If a watched workflow keeps failing, the task starts runs at a limited rate, not one for every failure.
The task's card on the right holds its Mind, Description and Instructions. A mind that can no longer be found shows as Mind unavailable.
The Model card carries the model and three option chips: Web (Web Search), Compact (Auto Compact) and Swarm (Swarm agents). Their defaults come from the Mind. A feature the Mind does not include is greyed out, and hovering reads This mind doesn't include it; to change what the Mind includes, see Choose models and AI behaviour. The response mode defaults to Analyzer.
Acceptance decides what a builder task does with the changes it proposes during a run: Manual waits for your approval, and Auto-accept applies ordinary changes at once. A scheduled task never runs Unrestricted. See Change approval in a builder chat.
Click a task in the list to open it. The list has a search box and Filters; search matches task names, descriptions, Mind names and creator names.
| Control | What it does |
|---|---|
| Run now | Starts a run straight away. The confirmation reads Execution requested, and the run's badge reads Manual. |
| History | Opens the task's earlier versions. |
| Edit | Opens the form as Edit scheduled task; save with Save changes. |
| Delete | Asks you to confirm, then removes the task. This cannot be undone. |
The Runs card lists every run, newest first. Click a run to open its chat; a run shows Running, Done, Failed, or Skipped when it was cancelled before it finished. The schedule card shows the next run, and reads Overdue when the next run is in the past. The switch next to the schedule turns future scheduled runs off or on and reads Schedule Active or Schedule Inactive; only the creator sees it, and a Manual task has none. With no runs yet, the card reads No runs yet. Use Run now or wait for the next schedule.
Only the creator can edit a task; an edit from anyone else is refused with Only the creator of a scheduled task can edit it.
History lists the task's earlier versions, numbered v1, v2, and so on, with Current for the newest. Ten fields are tracked: Name, Description, Instructions, Response mode, Frequency, Time, Day of week, Day of month, Mind and Message config. Pausing or running the task creates no version. To go back to a version, choose it and click Restore this version; the confirmation reads Restored version v3, with the number of the version you restored. A version cannot be restored when it is Identical to the live configuration, or when it reports This version's mind is no longer available. Compare shows a version against Live.
Delete asks Delete scheduled task? and warns This will remove this scheduled task. This action cannot be undone. Confirm with Delete. The creator or an administrator can delete a task.
| To | Permission | Who can |
|---|---|---|
| See the page and open tasks | View Tasks | Users with the permission. Without it, Scheduled Tasks does not appear in the left panel. |
| Create a task | Add Task | Users with the permission. Without it, New task does not appear. |
| Change a task, its schedule or its versions | Edit Task | The creator only. Administrators cannot edit other people's tasks. |
| Run a task now | Execute Task | The creator or an administrator, with the permission. |
| Delete a task | Delete Task | The creator or an administrator, with the permission. |
A scheduled run acts as the person who created the task. Permissions are granted on roles; see Who can do what with Minds.
In server time. Your browser's time zone does not change when a run starts. Next to Schedule, hover over the time zone label to see the server's current time.
Yes. Turn on On workflow failure and select the workflows under Workflows to watch. The task also starts when a watched workflow is aborted or errors while running. To react to successful runs, turn on On workflow success. If you only want a message sent, set up failure alerts on the workflow instead.
A builder task lists only workflows of its own kind: a Lake Builder task shows Lake workflows, and a Warehouse Builder task shows Warehouse workflows.
Most likely the schedule is off: five failed runs in a row switch it off. Open the Runs card to see what failed, fix the cause, then turn the schedule on with the switch.
No. Only the creator can edit a task, and that includes administrators. Administrators can run and delete any task.
Yes, if you created the task. Open History, choose the version, click Restore this version, and confirm.
The Mind does not include that feature, so the task cannot use it. Hover over the option to read This mind doesn't include it. To change what the Mind includes, see Choose models and AI behaviour.
Skipped marks a run that was cancelled before it finished. Start a fresh run with Run now if you need the result.
Edit is shown only to the creator. When it appears greyed out, there is no Mind available for the task to run on; create a Mind first, then try again.
Open the task and use the switch next to the schedule. It turns future scheduled runs off, and the card then reads Schedule Inactive. The task and its history stay.
The Mind behind the task can no longer be found, so the task cannot run. Open the task and select another Mind, or create a new task for a Mind you can use.