How to trigger workflow only on "Workflow scheduled". not when record inserted / updated in table

[Obito]

Hi All,

I had one requirement. we were importing 100k records into snow using import process. My requirement was to send email  at end of the day when import process is completed. So I created a workflow on sys_import_set_run table to trigger  a notification and I created a scheduled workflow (at 11:30 PM) where it will trigger my workflow. 

My expectation was this workflow should trigger at 11:30 as per triggering condition. But it is triggering every time when record get inserted in sys_import_set_run table.

How to achieve this using other solution.

Thank all,

[Iraj Shaikh]

Hi @Obito 

To achieve the requirement of sending an email at the end of the day when the import process is completed, rather than triggering a workflow on each record insertion into the `sys_import_set_run` table, you can use a scheduled job that runs once a day at the specified time. Here's how you can set up a scheduled job in ServiceNow:

 Create Scheduled Job:
- Navigate to System Definition > Scheduled Jobs
- Click on "New" to create a new scheduled job.
- Select "Automatically run a script of your choosing" for "What would you like to automate?"
- Fill in the appropriate fields such as Name, Run, and Time (set this to run daily at 11:30 PM).
- In 'Run this script' field, write a script that checks the `sys_import_set_run` table for completed import sets for that day and sends an email notification if the condition is met.

(function executeRule(current, previous /*null when async*/) {
    // Query the sys_import_set_run table for completed imports of the day
    var grImportSetRun = new GlideRecord('sys_import_set_run');
    grImportSetRun.addQuery('state', 'Complete'); // Assuming 'Complete' is the state for finished imports
    grImportSetRun.addQuery('sys_created_on', 'ON', 'today'); // Adjust the field if necessary
    grImportSetRun.query();
    
    if (grImportSetRun.hasNext()) {
        // Send email notification
        var notification = new GlideNotification();
        notification.send('import_completed_notification', grImportSetRun); // Replace with your notification event name
    }
})();

- Replace 'import_completed_notification' with the actual event name you have configured for your email notification.

By using a scripted scheduled job, you ensure that the check for completed imports and the sending of the email only happens once a day at the specified time, rather than on each record insertion. This approach is more efficient and aligns with your requirement.

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