A scheduled task runs without you, so nobody is there to press a button when it wants to use one of your connectors. Before a task is scheduled, saved or resumed, Bluedeer checks which of its actions would normally ask you first. If there are any, it shows a card called This task needs permission. The phone shows the same card.
What the card lists
The card lists only the actions the task cannot yet do on its own. Each row has the action's name and one sentence that says why it is listed.
A connector tool is listed when its rule is Ask first. Tools that only read information start at Don't ask, so the card leaves them out unless you changed their rule. To see the tools of a connector and their rules, open Settings → AI & Chat → Action confirmations. It shows the connectors of the workspace you have selected.
Allow the actions
- Allow all sets every action the card offers to allow to Don't ask. This applies to this task only. When the task runs, it can use those actions without stopping.
- Also don't ask in chats is a tick box. It appears when at least one action can be allowed. Tick it before you press Allow all, and the same actions are set to Don't ask in your chats too. If you leave it unticked, Bluedeer still asks you in chats.
- Cancel changes nothing. The task is not scheduled, saved or resumed.
If the task also sends its results to teammates, the card asks you to agree to that as well. It says which teammates will get access to the task and the files its runs make. You agree once, and later runs send results to them without asking again. The button then reads Allow all and share, and one press allows the actions and agrees to the sharing. See How do I run, pause, edit or cancel a task?
When none of the listed actions can be allowed, the button reads Schedule anyway, Save anyway or Resume anyway instead. If the only thing left to agree to is the sharing, it reads Share and schedule, Share and save or Share and resume. The steps that cannot be allowed are then skipped.
Steps that cannot be allowed
The card lists these under These steps will be skipped and reported, with the reason. A step stays skipped when:
- The connector tool is turned off, or its connector has been removed. The card says "this connector tool is not available."
- The workspace does not allow it. For example, only the owner and admins can notify everyone, notices to everyone may be turned off, or assistants may not notify teammates. A task can still send you a notice. In a personal workspace, notifying everyone and sharing with a teammate are not allowed, because there are no teammates.
- Only the task's owner can allow it. If someone else is looking at the task, they see the step but cannot allow it.
- Scheduled tasks cannot do it on their own. Some actions are never run without you, whatever your rules say.
When a connector is off or disconnected
- A built-in service that you disconnect stops working for your chats and tasks until you connect it again. The disconnect dialog warns you about this. See How do I disconnect a service?
- A custom connector that you remove takes its tools with it. A task that used them skips those steps. See Manage a custom connector's tools
- A service or custom connectors switched off for a shared workspace. An owner or admin does this in the workspace's Integrations tab. The tools stop straight away for everyone, and tasks skip those steps. See Turn built-in services and custom connectors on or off for a workspace
A task never waits for a connector to come back. It skips the step, and its results say what was skipped.
When a task skips a step
When a run reaches a step it is not allowed to do, it skips that step. The run's result lists the skipped step and says that it needs your permission to run in this task.
Bluedeer also adds an item to your inbox under Needs you. It is labelled Needs review and titled with the task's name and the action, such as "Weekly report needs permission for Send email". There is one open item per task and action, so a task that runs every hour does not fill your inbox with copies. The item stays until you allow the action.
To fix it, open the item and press Allow for this task. Then press Run again to run the task. For what the inbox shows, see Where do task results and notices appear?
Where these rules are kept
The rules that a task has are listed in Settings → AI & Chat → Action confirmations, under Chats, pages and tasks with their own rules. Select Remove to take a rule back. The task then asks again the next time it needs the action.
For the full picture of approval cards and rules, read What are action confirmations and approval cards?