Schedule workflow - automatic emails


I need to schedule two simple actions to send an automatic e-mail and I haven’t figured it out how to do it.

I have a table called “DH” with many fields. The fields that need to be used in this action are: “student name (text)” and “DH status (yes/no)” and infraction (text).

I have another table called “Students”. The field that needs to be used is “student email (text)” and advisor email (text)

action 1) I need to send an automatic e-mail every week, to every "student email " that hasn’t served a DH - “DH status (no)”.

action 2) I need to send an automatic email to the "student email " and also to the “advisor email” (also in table “Students”) , every time the student gets a 2nd “infraction”, a 4th “infraction”, and a 10th “infraction”.

The problem here is that I have fields that I need to use from two different tables.

I was trying to find a video on “Schedule workflows” but I haven’t found one yet that can help me on this. Any help will be most appreciated!

Thank you,

Alfredo Pereira

Hi @aapp1971 - have you seen @romanmg’s video? Based on your description, you’ll have two lists that you’re sending emails to so her video should help you out.

1 Like

Hi Alfredo,

Great question! I already sent you an email with this info, but wanted to post it here in case it helps.

The primary feature you’ll need is Recurring Events, which is covered in lesson 3 of the API Bundle (“Recurring Events”). You’ll want to make sure your API Workflow section is enabled, which is covered in Lesson 1 of the API Bundle.

​Based on your data structure, you want to set a weekly recurring event for every DH record . Add a condition to the Recurring Event so that it only runs when “Current workflow DH’s DH Status = no”

​In order to send emails based on the # of infractions, you’ll need to keep track of how many infraction emails have been set. I’d add a number field called “Infraction #” to the DH table. So when a new infraction is created, save its Infraction # (count +1 from the last one). And send an email “only when” that new infraction’s # is 2, 4 or 10.

​Finally, you should make a couple data changes to your DH table to make the email address retrieval a little easier. Under the DH data type, instead of the “Student name” text field, replace it with a new field called “Student” that is type “Student” (not text… meaning, the type is the Student table). AND, add another field for Advisor. I’m not sure if you have an Advisor table or if Advisors are Users or if Advisor is just the email. If there is another table, this field should be of that type. If it’s just a text, add “Advisor email” field to DH so that your email action’s can pull directly from those and not have to search the Student table.

Feel free to respond to the last email I sent you. Thanks, Alfredo!

Gaby | Private coaching, courses, and tons of free resources

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Thank you Nikolai, I’m already in the process of learning how to do this. Gaby’s video + her fast track course is definitely helping me on this.


Thank you Gaby. I’m was getting there … (feel so proud of myself) but you just short-cutted the process. Let’s see how it goes. I’ll keep you updated.

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Hi Gaby,

I have a question. In order to send a daily reminder to my students I need to upgrade to a more expensive plan. Is there another way (a plugin in for example) to send an email without using api workflows or recurring events?

Thank you,


Hi Alfredo,

In order to schedule anything to happen on the server side, you’ll need to use API workflows. Having things scheduled on a repeating basis will require a Recurring Event. You can always send emails manually through a regular workflow, but I’m sure that’s not what you want ultimately.

If you’re not ready to upgrade, you could also try integrating with Zapier as they have a scheduling Zap:

You can use that to trigger an API Endpoint that sends an email on a daily basis. Zapier also has pricing plans, but depending on your level of activity, it might be lower cost. You’ll still need to be on a paid plan of some kind with Bubble to use API workflows no matter what.

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