Item Schedules

Schedules let you set up actions that happen automatically on a specific date, directly on any item. Unlike Triggers (which search across all items), schedules are attached to individual items — making them simpler and more intuitive.

Prerequisites

Email actions require SMTP to be configured. See the Administration page for setup.

What Are Schedules?

A schedule is attached to a specific item and combines:

• A date — when the actions should happen
• One or more actions — what to do on that date (send email, set a field value, add/remove tags)

All actions run automatically when the date arrives.

Real-world examples:

• 🚗 "On June 15, email me about my car's service date"
• 📋 "On December 31, set the Archived field to Yes and remove the Active tag"
• 🏠 "On March 1, email me about insurance renewal"

Creating a Schedule

1. Open any item and click Edit
2. Scroll to the Schedules section
3. Click + Add to open the schedule dialog
4. Fill in the schedule details:

• Basic information:
  • Name — what this schedule is for (e.g., "Service reminder")
  • Description — optional extra context
  • Trigger Date — the date when actions should run
• Actions:
  • Click + Action and choose an action type
  • Configure each action (see Action Types below)
  • Add multiple actions if needed — they all run at the same time

5. Click Save

Action Types

Email

Sends an email notification. Configure a subject template — use to include the item's name automatically.

For example, a subject of Service due for becomes Service due for Toyota Prius when it runs.

Set Field

Changes a field value on the item. Select any field (except file fields) and set the new value. The input adapts to the field type:

• Text / Long text / Number — type the value
• Date / Date & time — use a date picker
• Yes/No — toggle the value
• Monetary — enter amount and currency
• Item Reference / Item References — search and select one or more items

When you select a field, the current value is shown as a hint so you know what you're changing.

Add Tag

Adds a tag to the item. Select the tag from the dropdown.

Remove Tag

Removes a tag from the item. Select the tag to remove.

Viewing Schedules

In the View Dialog

When viewing an item, the Schedules section appears below the fields (if any schedules exist). Click to expand and see each schedule with its actions.

Each schedule shows:

• Status icon — green circle (active), checkmark (completed), warning (error)
• Name and date
• Action icons — quick visual of what the schedule does
• Expandable details — click a schedule to see the full action breakdown

In the Edit Dialog

The Schedules section shows all schedules with edit and delete buttons.

How It Works

TiniVault checks for due schedules once per day (at the configured trigger time, alongside global triggers). When a schedule's date arrives:

1. All actions run simultaneously
2. If everything succeeds, the schedule status changes to Success
3. If any action fails, the status changes to Error with details about what went wrong

Overdue Schedules

If the server was down when a schedule was due, it will run automatically when the server starts back up. Schedules are never silently skipped.

Managing Schedules

Editing

Click the pencil icon on any schedule in the Edit Item dialog to modify it.

Deleting

Click the trash icon and confirm to remove a schedule permanently.

Status

• Active — waiting for the trigger date
• Inactive — manually disabled
• Success — ran and completed all actions
• Error — ran but one or more actions failed (hover for details)

Schedule Ideas

🚗 Vehicle service reminder

• Date: next service date
• Actions: Email with subject "Service due for "

📋 Warranty expiry archival

• Date: warranty expiry date
• Actions: Email notification + Set "Archived" to Yes + Remove "Active" tag

🏠 Insurance renewal reminder

• Date: 30 days before renewal
• Actions: Email with subject " renewal coming up"

📦 Subscription cancellation

• Date: day before auto-renewal
• Actions: Email reminder + Add "Cancel" tag