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Set Up Routines

Set Up Routines

Schedule agent queries on a recurring basis for automated analysis and reporting.

Prerequisites

  • A Xilos account with admin access
  • A query or prompt you want to run on a schedule
  • (Optional) A routing rule to direct the routine's queries

What Are Routines?

Routines are scheduled queries that run automatically on a cron schedule. Each routine sends a query through the full Xilos pipeline — routing, guardrails, caching, compression — and stores the result.

Common use cases:

  • Daily summary of AI activity
  • Weekly cost analysis
  • Periodic context engine enrichment
  • Automated compliance checks
  • Scheduled report generation

Step 1: Create a Routine

  1. Navigate to Integrations in the sidebar.
  2. Click the Routines tab.
  3. Click Create Routine.
  4. Fill in the form:
    • Name — Descriptive name (e.g., "Daily AI Activity Summary")
    • Query — The prompt to send on each run
    • Schedule — Choose a preset or enter a custom cron expression
    • Routing Rule (optional) — Which routing rule to use
  5. Click Save.

Cron Schedule Presets

PresetCron ExpressionDescription
Hourly0 * * * *Every hour on the hour
Daily0 9 * * *Every day at 9:00 AM
Weekly0 9 * * 1Every Monday at 9:00 AM
Monthly0 9 1 * *First day of each month at 9:00 AM

For custom schedules, use standard cron syntax:

┌───────── minute (0-59)
│ ┌───────── hour (0-23)
│ │ ┌───────── day of month (1-31)
│ │ │ ┌───────── month (1-12)
│ │ │ │ ┌───────── day of week (0-6, 0=Sunday)
│ │ │ │ │
* * * * *

Step 2: Monitor Routine Runs

Each routine tracks:

  • Last Run At — When the routine last executed
  • Last Result — The response from the last run
  • Status — Active or inactive
  1. Navigate to Integrations > Routines.
  2. Click on a routine to view its history.
  3. Review the last result and any errors.

Step 3: Manual Triggers

You can manually trigger a routine without waiting for its scheduled time:

  1. Navigate to Integrations > Routines.
  2. Find the routine.
  3. Click Run Now.
  4. The query is sent through the pipeline immediately.
  5. Results appear in the routine's history and the Query Log.

Info: Manual runs do not affect the cron schedule — the routine will still run at its next scheduled time.

Step 4: Activate/Deactivate

Toggle routines on and off without deleting them:

  1. Navigate to Integrations > Routines.
  2. Toggle the active switch.
  3. Inactive routines do not execute on their schedule.

Use Cases

Daily AI Activity Summary

  • Name: Daily AI Activity Summary
  • Query: "Summarize yesterday's AI query activity, including total queries, blocked queries, top topics, and cost."
  • Schedule: Daily at 9:00 AM
  • Routing Rule: Default

Weekly Cost Analysis

  • Name: Weekly Cost Report
  • Query: "Analyze this week's AI spending by model and department. Identify cost optimization opportunities."
  • Schedule: Weekly on Monday at 9:00 AM

Periodic Context Enrichment

  • Name: Knowledge Base Update
  • Query: "Review recent queries and identify new facts to add to the context engine."
  • Schedule: Daily at midnight
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