Scheduled Rules for Application Automation

Create and manage automated rules that perform actions on applications based on scheduled triggers and specific conditions.

What are Scheduled Rules for Application Automation?

Scheduled rules automate repetitive application management tasks by combining three components:

1. Trigger:
   • Automatic: runs daily at 12:00 AM UTC (not currently user configurable), or
   • Manual: run rules individually or in bulk at any time.
2. Condition(s): criteria that filter which applications the rule affects. Mix AND and OR conditions, for example: Active Users is < 5 OR Last Used is before 05/13/2025.
3. Action: what happens to applications that match the conditions, for example: Assign Status as Inactive.

Use cases

Practical use cases for app automation include:

• Restrict all AI chatbot applications
• Automatically archive applications with no active users, and unarchive them again when active users appear
• Automatically classify applications as centrally managed or restricted
• Update custom fields or tags on an application based on preset conditions

Access scheduled rules

Select Applications in the left navigation, then select Scheduled Rules under Automations.

Understand the Scheduled Rules interface

The Scheduled Rules interface displays differently depending on screen width.

Scroll horizontally to reveal more columns.

Rule list columns

The rule list includes the following columns:

• Drag handle: select and drag to reorder rule priorities
• Checkboxes: select multiple rules to execute in bulk
• Priority: specifies the order in which rules execute
• Rule name: the name of the rule
• Rule conditions: the criteria applied to applications
• Rule actions: the actions taken when conditions are met
• Status: the current status of the rule
  • Active: runs automatically during scheduled execution, at 12:00 AM UTC (not currently user configurable)
  • Inactive: a complete rule that does not run automatically or manually
  • Draft: an incomplete rule that cannot be activated or executed
• Last run: when the rule last executed
• Created on: the creation date
• Created by: the name of the user who created the rule
• Modified on: the last modification date
• Modified by: the name of the user who last edited the rule
• Actions: select this column to edit the rule. Select the three-dot menu on a rule for further options:
  • Move rule to last: assigns the lowest priority to the rule, so it executes last
  • Delete Rule: removes the rule from the list. This action cannot be undone
  • Execute Rule: runs the rule manually

Other UI elements

The interface also includes:

1. Add new rule: create a rule from scratch
2. Execute All: run all active rules in sequence
3. Active Rules: a quick filter to hide inactive rules
4. Configure Filters: advanced filtering options
5. Search: find rules by name
6. Pagination Configuration: set how many rules display per page, or enable infinite scrolling
7. Modify Columns: configure which columns display and their order
8. More Actions menu: refresh the view or change display density (Compact or Comfortable)

Manually execute rules

Active rules run automatically at 12:00 AM UTC (not currently user configurable). Administrators can also execute rules manually.

Only active rules can be manually executed. To run an inactive or draft rule, activate it first.

Execute a single rule

1. Scroll to the far right and select the three-dot menu for the rule to execute.
2. Select Execute Rule.
3. Verify the actions, select the checkboxes, and select Execute rule.

Execute multiple rules

1. Select the checkbox for each rule to run in bulk.

Only rules marked Active run, even if inactive rules are selected. Inactive rules fail silently.

2. Select Bulk Actions, then select Execute Rules.
3. Select the checkbox in the header row to select or deselect all rules.

Execute all active rules

Select Execute All in the top right to execute every active rule.

Filtering options

Active rules filter

Select Active Rules to show or hide inactive rules.

Advanced filtering options

Select Configure Filters to open advanced filtering options.

This panel offers:

1. Search by category or column.
2. Reset currently active filters.
3. Filter rules by the following categories:
   • Rule Name
   • Rule
   • Status
   • Last Run
   • Created On
   • Created By
   • Modified On
   • Modified By

Customizing the interface

Pagination and infinite scrolling

Select Pagination Configuration in the top right to choose between Infinite Scroll and Pagination. Within pagination, select 10, 20, or 30 rules per page.

Modify columns

Select Modify Columns in the top right to choose which columns display and in what order.

Select the columns to display, or drag the handle to the left of each entry to reorder them. Select Update to save.

Change display density

Select the three-dot menu in the top right. Point to View Density and choose between Compact and Comfortable.

Create a scheduled rule

Follow this example to create a rule that restricts all AI chatbot applications for data privacy reasons.

1. Select Applications, then select Scheduled Rules under Automations.
2. Select Add new rule. Zluri opens a new rule, auto-named Rule created on [date] [time].
3. Select the pencil icon next to the name and enter a descriptive name, for example Restrict all AI chatbots.
4. Under Applications that match, select + Add Conditions.
5. Set a condition by choosing an Attribute, an Operator, and a Value.
6. Select + AND condition or + OR condition to add further conditions, for example:
   • Sub Category → is equal → Bot Platforms
   • OR Sub Category → is equal → Chatbots
7. Under Rule Actions, select + Assign Value, then set the attribute and value, for example Authorization Status as Restricted.
8. Select Check Matched Applications to verify which applications match the rule.
9. Review the applications the rule will affect.
10. Select Save as, then choose Active, Inactive, or Draft. Select Discard instead to exit without saving.

Only rules marked Active can be executed, whether automatically or manually.

The new rule appears on the main page. New rules receive the lowest priority by default; adjust the order as needed.

Attribute dropdown

The Attribute dropdown includes:

• Active Contracts Count
• Active Users
• Active Users (Direct Integration)
• Annualized Cost
• Archive
• Authorization Status
• Category
• Finance Owner
• IT Owner
• Is Custom
• Last Used
• Name
• Owner
• Sources
• Spend YTD
• Status
• Tags
• Type

Operator dropdown

Available operators depend on the attribute type.

For select fields (for example Authorization Status):

• is equal
• Is not equal
• Is in
• Is not in

For numeric fields (for example Spend YTD):

• Is equal
• Is not equal
• Greater than
• Greater than equal to
• Less than
• Less than equal to
• Is between

Value dropdown

Value options depend on the selected attribute. For example, Authorization Status offers:

• Centrally Managed
• Individually Managed
• Needs Review
• Restricted
• Team Managed
• Unmanaged

Rule Actions

Under Rule Actions, select Assign, choose an attribute, and set its value. Available action attributes include:

• Status
• Type
• Owner
• IT Owner
• Finance Owner
• Authorization Status
• Tags
• Archive

For Archive, set the value to True or False.

Select + Assign Value to add another action, or select the X to remove one.

Available condition attributes

Create conditions based on the following application attributes:

• Active contract count
• Active users (direct and from configuration)
• Annualized cost
• Archive status
• Authorization status
• Category and subcategory
• Direct integration status
• Discovery date
• Finance owner
• IT owner
• Last used date
• Application name
• Spend YTD
• Tags
• Total users
• Type
• Custom fields

Available actions

Apply actions to the following attributes:

• Archive status
• Type
• Owner (IT/Finance)
• Authorization status
• Tags

Modify existing rules

Zluri provides five recommended rules for new users. By default, rules 1 through 3 are active and rules 4 through 5 are inactive. Modify these rules as needed.

Active by default (3 rules)

1. Classify Apps as Centrally Managed if spend is detected: if authorization status is Needs Review and spend is greater than 0, set authorization to Centrally Managed and archive to false.
2. Authorization and cost rule: if authorization status is Needs Review and annualized cost is greater than 0, set authorization to Centrally Managed and archive to false.
3. Direct integration rule: if a direct integration exists and authorization status is Needs Review, set authorization to Centrally Managed and archive to false.

Inactive by default (2 rules)

1. Archive unused applications: if archive is false, authorization status is Needs Review, and active users is 0, set archive to true.
2. Unarchive active applications: if archive is true, authorization status is Needs Review, and active users is greater than 0, set archive to false.

Activate, deactivate, or modify these rules as needed. Modifying a recommended rule removes its Recommended tag.

Modify rule conditions, actions, name, and status

1. Select the rule name in the list.
2. Modify the conditions and actions as needed. Optionally, select the pencil icon at the top to change the rule name.
3. Select Save as, then choose Active, Inactive, or Draft.

Managing rule priorities

Rule priority follows two key behaviors:

• New rules receive the lowest priority by default.
• If a rule fails, subsequent rules do not execute. For example, with six rules, if rules 1 through 3 complete successfully but rule 4 fails, the system does not process rules 5 and 6.

Change priority using the following methods:

Drag and drop

1. Select and hold the drag handle.
2. Drag to the desired position.
3. Release to set the new priority.

The screen refreshes after the priority changes.

Enter priority manually

1. Select the drag handle.
2. Select Rearrange Rule.
3. Choose the desired priority.
4. Select Confirm.

Quick priority changes

1. Select the drag handle.
2. Choose Move Rule to First (highest priority) or Move Rule to Last (lowest priority).

Delete a rule

Scroll to the far right and select the three-dot menu for the rule to delete. Select Delete Rule.

Track rule activity

Zluri logs all rule activity, including creation, editing, deletion, execution, and failures, in audit logs. Select Audit Logs in the left sidebar to view rule activity.

Filter using Entity type

To find rule-related activity:

1. Select Filter in the top left.
2. In the filters sidebar, select Entity.
3. Select Rules and select Apply.

Filter using rule name

Once a rule runs successfully and makes changes, filter by name:

1. Select Filter in the top left.
2. In the filters sidebar, select Actor.
3. Enter a text string, for example "restrict," and select Apply.

This displays the rules that contain the matching string and their details.

Activity log columns

After filtering for automated rules, the activity log displays the following columns:

1. Timestamp (Local Time): the date and time of the event, in local time
2. Actor Details: the name of the user who modified or ran the rule. For automated runs, this shows System
3. IP Address: the public IP address of the user who took the action. For automated runs, this shows Not Available
4. Event Type:
   • Created: a user created a new rule
   • Updated: a user modified an existing rule
   • Removed: a user deleted an existing rule
   • Initiated: automated or manual execution of a rule. For automatic execution, Actor Details shows System. For manual execution, Actor Details shows the user who ran the rule
   • Failed: a rule failed to run
5. Event Description: details of the event

Limitations

• Entity support: currently supports application entities only.
• Scheduling: fixed at 12:00 AM UTC daily, with no customization options currently available.
• Rule dependencies: if a rule fails, all subsequent, lower-priority rules also fail.