24-Hour Delayed Message Trigger Using Sheet-Based Automation

Business Challenges

The client was using MIDAP (MI Digital Autopilot) Flow Management System (FMS) to manage a workflow in which a message needed to be sent to the client 24 hours after a specific workflow step was completed.

However, the existing notification mechanism was designed to trigger messages immediately when the configured FMS step was completed. Since it did not support a built-in 24-hour delay, the required communication could not be implemented directly through the standard notification process.

This created several challenges:

• The message was triggered immediately after the FMS step was completed.
• The client specifically required the message to be sent only after 24 hours.
• The existing notification mechanism could not maintain the required time delay.
• A separate mechanism was needed to capture completed step information and use it for delayed triggering.
• The solution needed to work automatically without requiring employees to manually track or trigger the message.

The client therefore needed a practical solution that could introduce the required delay while keeping the existing FMS workflow intact.

Solution

To address this requirement, a sheet-based trigger mechanism was implemented.

Whenever the configured FMS step is completed, the relevant workflow data is automatically transferred to a designated sheet. Instead of sending the message immediately from the FMS step, the sheet acts as an intermediate data source for the delayed trigger.

The completed step information is stored in the sheet along with the required details. The message trigger then uses this information to identify when the required 24-hour period has been completed and automatically sends the message.

This approach separates the workflow completion event from the message delivery event. The FMS continues to handle the workflow and capture the required information, while the sheet-based mechanism manages the delay before the message is triggered.

As a result, the client was able to achieve the required 24-hour message delay without making major changes to the existing workflow structure.

How the Automation Works

The complete process works through the following sequence:

1. The assigned Doer completes the configured step in the FMS.
2. The relevant FMS data is automatically transferred to the designated sheet.
3. The sheet stores the completed step information and related details.
4. The sheet-based trigger checks the required time interval.
5. Once 24 hours have passed from the step completion, the message is automatically triggered.
6. The client receives the message without any manual intervention.

This creates a simple connection between FMS step completion, data capture, time-based processing, and automated messaging.

Key Features Implemented

• Automatic Data Transfer: Relevant FMS data is automatically transferred to the sheet when the configured step is completed.
• Centralized Data Storage: The sheet stores the completed workflow information required for the delayed trigger.
• Delayed Message Trigger: The message is triggered from the sheet after the required 24-hour interval.
• Automated Processing: The complete process runs automatically without requiring manual follow-up.
• Existing Workflow Preserved: The client’s existing FMS workflow remains unchanged.
• Time-Based Automation: The solution ensures that the message is sent only after the defined delay.
• Reduced Manual Dependency: Employees do not need to monitor completed steps or remember when a message needs to be sent.

Results & Benefits

The implementation successfully addressed the client’s delayed messaging requirement and provided several operational benefits.

1. Accurate 24-Hour Message Delivery

Messages are no longer triggered immediately after workflow completion. The automation ensures that the required 24-hour delay is maintained before sending the message.

2. Elimination of Manual Follow-Up

The client does not need to manually track completed workflow steps or remember when to send the required message. The automated process handles the trigger.

3. Automatic FMS Data Capture

Relevant workflow information is automatically transferred from the FMS to the sheet, reducing the need for manual data entry.

4. Existing Workflow Remains Intact

The solution does not require the client to redesign or restructure the existing FMS workflow. The current process continues to operate as before.

5. Better Control Over Time-Based Communication

By introducing the sheet as an intermediate trigger source, the client gains a practical way to manage communication that needs to happen after a defined time interval rather than immediately after a workflow event.

6. Improved Process Reliability

Since the process is automated, the risk of missed or delayed manual follow-ups is reduced. The message is triggered based on the configured timing requirement.

Conclusion

The 24-Hour Delayed Message Trigger Using Sheet-Based Automation provided a practical solution to a time-based notification requirement that could not be handled through the existing immediate FMS notification mechanism.

By automatically transferring FMS step completion data to a sheet and using the sheet as the trigger source, the required 24-hour delay was successfully introduced into the process.

The solution allowed the client to maintain their existing FMS workflow while automating the complete message delivery process. It demonstrates how a simple sheet-based automation layer can extend workflow capabilities and address specific business requirements without significantly changing the core workflow structure.

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