A scheduled digest workflow runs on a cron schedule, gathers the records created in a recent window, summarizes them with an AI step, renders the result as a PDF, and emails the attachment to your team. This combines the schedule trigger, an AI action, the generate PDF action, and the send email action. Each of these advanced pieces is available when its feature is enabled for your account, and email delivery uses a shared mailbox.
The fastest path: the Summarize and email template
The quickest way to build this is the Summarize and email template in the Template Gallery. It runs on a schedule, pulls the last N days of records for a chosen entity, and emails a PDF digest. When you instantiate it, you configure a few settings: the source entity, the date field to filter, the window in days, the schedule, the recipient, and the mailbox to send from. Because the template sends email, your account needs a shared mailbox first. See Starting from a Workflow Template.
Building it from scratch
- Open the Workflow Builder from the Settings gear menu and select Create.
- Choose the Schedule trigger source and set a cron expression, for example
0 7 * * MONfor 7:00 every Monday. The minimum cadence is every five minutes. - Gather the recent records you want to report on, filtered by a date field and a window such as the last seven days.
- Add an AI summarize step to condense those records into a readable summary. Give the step a name so later actions can reference its output.
- Add a Generate PDF action, binding the summary text into the template so the digest renders with your content.
- Add a Send email action, choose the shared mailbox to send from, set the recipients, and attach the generated PDF.
- Save the workflow, run a dry run to preview the steps, then enable it.
Referencing the summary in later steps
Name your AI step, for example summary, then reference its output in the PDF bindings and the email body with {{steps.summary.output.<key>}}. You can format dates and text with filters, for example {{now | date:'Y-m-d'}} in the email subject. For the full placeholder and filter reference, see The Workflow Expression Builder.
Before you enable it
- Shared mailbox: add one on your account so the send email action has a sender.
- Features enabled: scheduled workflows, AI actions, and the generate PDF action are available when enabled.
- Dry run first: preview the action plan against real or synthetic data with no side effects.
To understand each action used here, see Workflow Actions, and for the scheduled trigger see Workflow Triggers. For the big picture, read the Workflow Automation Overview.
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