Bot definition planning

A bot definition is the unit the team schedules and executes. It carries a number and name, an owning organization and person, an automation queue and a scheduled date. The revision distinguishes the exact version under review from a later correction. The definition also holds its current status, runtime version, source record ID and credential reference. The credential reference identifies the intended connection without placing a secret in the record.

The Automation Operator prepares a draft, checks the queue policy and validates the revision. Scheduling is a deliberate transition. The scheduling workflow resolves the definition and an independent reviewer, records a durable operation and step trace, marks the revision Scheduled, raises a pending review decision and appends status history. A scheduled row alone is not the review decision; the reviewer must decide against the revision.

• Ownership. The organization and owner tell the team who is responsible for the planned run.
• Version. The revision ties schedule, review and later evidence to a particular definition.
• Timing. The scheduled date gives operators a common planning point for eligible work.

Agree how names and numbers are assigned, when a draft is considered Validated, and who can schedule it. Define how operators check that the selected queue remains effective on the scheduled date. Clarify which source record ID and runtime version must be retained for a bot that interacts with an external system. Assign a reviewer who is separate from the owner before the schedule is raised.

Consider a bot that copies a daily transaction extract. The operator prepares a definition for the owning organization and selects the queue with the correct policy reference. After validating the revision, the operator schedules it for the next day. The durable schedule record and pending review decision now refer to that revision. If the input mapping changes that evening, the team can identify which revision was reviewed and which new revision needs attention.

Take one scheduled definition. Compare its number, owner, queue, revision and date with the pending review decision. The operation key and step trace should point to the scheduled action. Confirm that state history records the move into Scheduled. Ask the operator to explain how an updated source mapping would be handled without changing the meaning of the prior revision.

• Bot planning schedule — Planned and running definitions with their dates and owners.
• Scheduled bot definitions — Validated and scheduled definitions with their owners and revisions.
• Bot status board — Definitions grouped by their current status.

See Define and schedule a bot and Review a revision.