A run is a saved report or alert that repeats on its own: for example, "every Monday at 7:00, list SKUs under 14 days of cover".

Creating a run

Ask a question.
Select Save as a run under the answer.
Name it, choose a schedule, and optionally who it's sent to. Reports with customer or financial details are always sent as a link, not attached.

What Runmate checks when you save

Guardrails: which details are masked for your role, and how results may be delivered.
Duplicates: whether someone already has a run that does the same thing.

Running it

Runs repeat the exact same query each time, so the numbers are consistent. They don't use AI, so they cost nothing.
Run now shows the output under your own role's guardrails. Two people can open the same run and see different details.

Delivery

A scheduled run with Send to addresses emails its results each time it runs, as the person who owns the run. Results to your own team are held for approval unless a Client admin turned on Emails to people on your team send without approval (Approvals → What sends without approval); results to anyone outside your company always need approval. Run now in the app shows the results without sending them.

Alerts

An alert is a run that only tells you when something needs attention: for example, "email me when any SKU drops under 7 days of cover".

Ask a question, then select Save as a run and choose Alert.
Choose Alert when:

- Any results come back: for example, any SKU under 14 days of cover. - Any row where…: a number in the results is over or under a value, such as days of cover under 7. - The total of…: the total of a number, such as revenue for the week under $50,000.

Choose how often to check (every hour on weekdays, every day, weekdays or Mondays) and who to tell. Leave Send to empty to send it to yourself.

Runmate tests the alert when you save it and tells you whether it would alert right now.

How Runmate avoids noise: it emails only when the condition is true *and* something is new since the last alert, such as a SKU that wasn't on the list before. If it stays true with nothing new, you get one reminder after 7 days. When it stops being true and later comes back, you're alerted again. Run now shows the current result without changing what gets sent later.

Alerts check only what the owner's role can see. If a number is masked or hidden for your role (for example cost for warehouse roles), you can't build an alert on it, and Runmate tells you why.

Workflows

A workflow checks your data on a schedule and then does something, such as emailing a supplier a reorder request when stock runs low.

Ask a question, choose Save as a run, then pick Workflow.
Under Only when, choose when it should act. The choices are the same as for alerts, or Every time it runs.
Under Then email, fill in who it goes to, the subject and the message. Runmate fills these from the data each time, with no AI:

| Placeholder | Becomes | |---|---| | {{count}} | how many items match | | {{rows}} | the list of matching items | | {{new}} | only the items that are new since the last time | | {{date}} | today's date | | {{run}} | the workflow's name |

Let AI write the message (optional). Tick Let AI write the message and say what it should write, for example "a short, polite email asking the supplier to quote these items". Its text goes where you put {{draft}}.

This is the only part of a workflow that uses AI credits. It's used only when the workflow acts, or when you click Run now to test it.
The AI sees only what your role can see.
Its text is checked by the same guardrails as answers in Ask. If it contains something it shouldn't, such as a card number, nothing is sent and the run says why.

It's tested before anything happens. When you save, and whenever you click Run now, Runmate fills in the email and checks it the way it will when it runs for real. It then tells you what would happen, for example "Would wait for approval". Nothing is sent. Only the scheduled checks act.

It acts only on what's new. Like an alert, a workflow with a condition acts when the condition is true *and* something is new since its last check, so a supplier isn't emailed every hour about the same items.

The guardrails still apply.

A workflow uses only what its owner's role can see.
It can't do anything its owner couldn't do themselves.
Emails to anyone outside your company wait in Approvals until a Client admin approves them.
Every step is in the audit log.

Pausing, and how many runs you can have

Pause on a run's page stops its schedule. It doesn't run, send or act again until someone clicks Resume. Its owner or a Client admin can pause or resume it.

Your package sets how many runs, alerts and workflows can be active at once:

| Package | Active at once | |---|---| | Starter | 25 | | Growth | 100 | | Regulated | Unlimited |

The Runs page shows how many are in use. Paused runs don't count, and the number of people is always unlimited. When every place is in use, Runmate says so when you save; pause one you no longer need, or ask your Runmate contact about a larger package.