A scheduled job runs an assistant automatically on a recurring schedule — daily, weekly, or on a schedule you define. At the scheduled time, Theta Assist sends your prompt to the assistant, runs the task using its configured tools and connected services, and saves the result as a thread.
\nCommon uses:
\nScheduled jobs require the Jobs feature to be enabled by your administrator.
\nSchedules are attached to an assistant. Open the assistant you want to schedule and navigate to Advanced Options → Schedules.
\nClick Add Schedule and fill in the following:
\n| Field | \nDescription | \n
|---|---|
| Name | \nA label for this schedule so you can identify it in the Jobs page (e.g., \"Daily Morning Brief\") | \n
| Schedule | \nWhen the job should run. Use the visual builder to set the frequency, day, and time. Set to Never to save the schedule without activating it. | \n
| Time Zone | \nSet automatically from your browser — shown for reference only | \n
| Initial Prompt | \nThe prompt sent to the assistant each time the schedule fires | \n
Click Save when done. The schedule becomes active immediately and will run at the next matching time.
\nIf you want to save a schedule configuration but not have it run automatically — for example, while you're still writing the prompt — set the frequency to Never. You can still trigger it manually from the Jobs page (see section 4).
\nThe initial prompt tells the assistant what to do each time the schedule runs. Because scheduled jobs run without back-and-forth, the prompt should be complete, clear, and specific enough for the assistant to finish the task on its own.
\nTips:
\nNavigate to Jobs → Scheduled to see all your schedules.
\nEach schedule shows:
\nActions available:
\n| Action | \nHow | \n
|---|---|
| Run now | \nTrigger an immediate one-off execution, regardless of the configured schedule | \n
| Edit | \nChange the name, schedule, or initial prompt | \n
| Delete | \nRemove the schedule permanently | \n
Executions appear in the Jobs tab as background operations once they run. You can click through to see the full thread and output.
\nThis example shows how to set up a daily morning brief that checks Teams, email, meeting transcripts, and your calendar, then sends you a structured summary by email.
\nAssistant name: Daily Planner (or similar)
\nMCP Server: M365 Tools — needed for access to Teams, email, calendar, and transcripts.
\nSystem prompt: Define the output structure and any standing formatting rules here. For email output, include your HTML email template in the system prompt so the assistant knows how to format and send the message each run.
\n| Field | \nValue | \n
|---|---|
| Name | \nDaily Morning Brief | \n
| Schedule | \nEvery weekday at 7:00am | \n
| Initial Prompt | \nSee below | \n
Do all these steps one after another.\n\nUse the M365 tools to help me plan my day. You run daily at 7am.\nIf it is Saturday or Sunday you can stop and not do these steps.\n\n1. Check my Teams chats for open loops: unanswered asks, commitments I made,\n unanswered questions I asked, blockers, dependencies, and coordination threads\n that imply a follow-up may be needed.\n\n2. Check my unread emails from overnight. Ignore all transactional emails unless\n they look critical. Ignore Microsoft 365 quarantine notifications. Do not\n mention any ignored emails in the output.\n\n3. Review the meeting transcripts from the prior day (those that are\n accessible) and extract any actions I was assigned or committed to.\n\n4. Look at my upcoming meetings for the day and suggest what I might need to\n prepare for them. Ignore daily recurring meetings.\n\n5. Include commitments from my direct reports, customers, and wider team\n regarding: unanswered asks, commitments made, unanswered questions,\n blockers, dependencies, and coordination threads that imply follow-up.\n\nUse this to prepare a summary with priorities made clear. Include links inline\nwhere available.\n\nWhen complete, email it to me.\nScheduled jobs can run an end-to-end workflow in a single scheduled run — fetching documents, processing them in batches, sending results to another system, and notifying stakeholders when finished.
\nWhen a scheduled job runs, the assistant continues working through the prompt until each step is complete. This includes waiting for a batch processing job to finish before moving on. The assistant starts the batch, waits for it to complete, then continues with follow-on actions — all within the same scheduled run.
\nA typical pipeline looks like this:
\nasync_start_process_tool_results or async_start_process_files) to analyse each document.Assistant setup:
\n| Field | \nValue | \n
|---|---|
| Tools | \nasync_start_process_tool_results, M365 Tools, cURL Executor | \n
| cURL Executor config | \nPOST only, locked to your data endpoint domain; API key in Additional Headers | \n
Initial prompt:
\nYou are running as a scheduled pipeline. Work through these steps in order.\nWait for each step to fully complete before moving to the next.\n\n1. Use the M365 tools to list all files modified in the last 24 hours in the\n SharePoint folder: Documents/Contracts.\n\n2. Use async_start_process_tool_results to analyse each file. For each document,\n extract: document title, effective date, parties involved, key obligations,\n and any renewal or expiry dates.
Return the extracted data in this structure: title, effective_date, parties, obligations, renewal_date\n\n3. Once the batch is complete, POST the full results to:\n https://pipeline.example.com/api/intake/contracts\n Use the cURL Executor with Content-Type: application/json.\n\n4. Send me an email summarising:\n - How many documents were processed.\n - Any documents where extraction was incomplete or uncertain.\n - Confirmation that the data was submitted successfully (or an error if not).\nWhat happens:
\n| Capability | \nTool required | \n
|---|---|
| List / read SharePoint or OneDrive files | \nM365 Tools MCP server | \n
| Batch document analysis | \nasync_start_process_tool_results or async_start_process_files built-in tools | \n
| POST results to an external endpoint | \ncURL Executor MCP server | \n
| Send email notification | \nM365 Tools MCP server | \n
All tools must be enabled by your administrator and added to the assistant's configuration. The cURL Executor must be configured with appropriate domain or URL restrictions and credentials for your target endpoint. See the cURL Executor Admin Guide and Batch Processing Tools Guide for setup details.
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