Certain workflow triggers in Torii - such as:

• User meets criteria
• Application meets criteria
• Contract meets criteria
• License not in use

can optionally be configured to run on a defined schedule.

This allows you to control when Torii evaluates matching entities, instead of running the workflow immediately when criteria are met.

Why Use a Scheduled Evaluation?

By default, criteria-based triggers are evaluated every hour and run only on entities that newly meet the defined criteria.

With Schedule (optional) enabled, you can:

• Run recurring governance workflows
• Re-validate existing matches on a recurring basis

This is especially useful for ongoing reviews, reminders, and compliance processes.

How to Enable a Custom Schedule

When configuring one of the supported triggers:

1. Toggle Schedule (optional)
2. Enable Define a custom schedule for the workflow

Once enabled, you can configure:

• Schedule frequency (Daily, Weekly, Monthly, or Once)
• On (required when selecting Once)
• Time of day
• Timezone

When selecting Once, the workflow will evaluate the criteria only at the specified date and time.

Run Mode Options

When using a scheduled evaluation, you can choose how entities are processed at each run.

1. New matches only

Evaluate only entities that newly meet the criteria since the last scheduled run.

This mode behaves similarly to the default trigger behavior:

• Once an entity matches the criteria and the workflow runs, it will not trigger again as long as the entity continues to match the criteria.
• The workflow will trigger again only if the entity stops matching the criteria and later matches them again.

Use this option when you want to:

• Avoid re-processing the same entities
• Trigger actions only once per entity state change
• Handle newly discovered risk or changes

2. All matches

Evaluate all entities currently matching the criteria at each scheduled run - regardless of whether they were previously processed.

If you want a workflow to run on every entity that meets the criteria on each run, you must select All matches.

In this mode:

• The workflow runs again on the same entity at every scheduled execution as long as it still matches the criteria.
• The entity does not need to "stop matching" and match again.

Use this option when you want to:

• Send recurring reminders
• Re-confirm ownership or data
• Continuously enforce policy
• Perform periodic audits

Example Use Cases

Below are practical examples demonstrating when to use All matches versus New matches only, and how each mode supports different governance scenarios.

All matches (Recurring execution on all matching entities)

1. Confirm app ownership monthly

Create a workflow using Application meets criteria (e.g., all active applications).

Schedule it to run monthly and select All matches.

Each month, Torii sends a task to the current app owner asking them to confirm ownership.

2. Weekly reminders about upcoming contract renewals

Use Contract meets criteria (e.g., renewal date in the next 30 days and status is Active).

Schedule the workflow weekly and choose All matches.

A notification will be sent every week until the contract is renewed or closed.

3. Monthly review of unused licenses

Use License not in use with relevant filters.

Schedule it monthly and select All matches.

Each month, managers receive a report or task to review currently unused licenses.

New matches only (Run once per qualifying change)

4. Scheduled offboarding based on termination date

Use User meets criteria where "Termination date is today."

Schedule the workflow to run daily and select New matches only.

• When the scheduled run evaluates users and finds that Dana's termination date is today → the workflow triggers for Dana.
• On the next scheduled run, Dana still has the same termination date → the workflow does not trigger again.
• If Dana's termination date is cleared (no longer matches) and later updated again to a new future date that becomes "today" → the workflow will trigger again at that time.

This ensures the workflow runs once per lifecycle event, without repeatedly triggering on the same unchanged record.

Choosing the Right Mode

• Choose New matches only when the action should happen once per entity.
• Choose All matches when the action should repeat for as long as the entity meets the criteria.

Selecting the correct run mode ensures your workflows behave predictably and support your governance strategy.

With scheduled evaluations, you can turn criteria-based workflows into powerful recurring governance tools - giving you full control over when and how entities are processed.