Send messages using different identities with automated workflow

6 min read

I. Intro

You can use Base's automated workflow to send messages using different identities, including your own identity, personalized Base bots, Base Assistant, or custom bots. The recipients can be individual users and group chats. In the automated workflow page, you can configure the following:

From: In addition to Base Assistant, you can also select a personalized Base bot, your own identity, or a custom bot as the sender, depending on your needs. (To learn more about sending messages to groups with custom bots, see: HTTP requests: Sending group messages (applicable for external groups))

To: You can select both individual users and group chats as recipients. If Base bot or Base Assistant is set as the sender, and the recipients are group chats, you can also select Send private messages to group members. The automated messages will then be sent to the group members individually, and not in the group chat.

Note: The Send private messages to group members option only supports groups with less than 200 members.

Using a personalized Base bot to send automated messages to external users or external groups is not supported.

At the bottom of the automated messages, the recipients will see from [Base Name], which they can click to go to the source base.

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Different identities have different capability restrictions as shown in the table below. If you need to send automated messages to a lot of recipients, using Base Assistant is recommended.

Sender identity	Send to external users	Send to external groups	Send direct messages to members of a group	Send to groups and individuals
Personalized Base bot	Not supported	Not supported	Supported Note: The group must have fewer than 200 members.	Supported Note: Can send messages to up to 5,000 individual users. When sending to a group, the person who last saved and enabled the automated workflow must be in the group. Even if the Base bot has been invited into the group, the person who last enabled the automated workflow cannot leave the group; otherwise, the message will fail to send. Up to 5 groups can be selected per step, and up to 10 groups can be selected per automated workflow.
Yourself (Person configuring the workflow)	Only supports sending to the external contacts of the workflow configurator	Only supports sending to the external groups to which the workflow configurator belongs	Not supported	Supported Note: When sending to an individual, up to 20 people can be selected per step. When sending to a group, the workflow configurator must be in the group, up to 5 groups can be selected per step, and up to 10 groups can be selected per automated workflow.
Base Assistant	Supported	Supported	Supported Note: The group must have fewer than 200 members.	Supported Note: If there is no "Base Assistant" in the group, the person who last saved and enabled the automated workflow must be in the group; otherwise, the "Base Assistant" cannot be invited into the group. If there is already a Base Assistant bot invited by someone else in the group, the message will fail to send, and you'll get an error message instead. You can remove the Base Assistant or change the sender identity of the automated message. After the Base Assistant invited by the person who enabled the automated workflow joined the group, that person can leave the group, and the automated message can still be sent normally. Up to 5 groups can be selected per step, and up to 10 groups can be selected per automated workflow.
Custom bot	Not supported	Supported	Not supported	Not supported. Can only send messages to groups.

II. Example use cases

Send messages using your own identity

You can configure an automated workflow to send messages as yourself to give a more personal touch while reducing repetitive work, saving both time and energy.

Note: To send automated messages using your identity, you must be the one configuring the automated workflow. No more than 20 individual chats or 5 group chats can be selected as recipients.

Use case: Send blessings on member's birthday

Example: After adding members' birthday details in a base, HR or managers can set up an automated workflow to send birthday blessings on the member's birthday, using their own user identities as the sender.

Steps	Images
Step 1: Create a new date field and add the member's birthday information. Use a formula to evaluate whether the current day matches the month and day and month under Birthday. Create a single option field called Send Blessings to record whether to send blessings.	250px\|700px\|reset
Step 2: Workflow 1 - Change status if today's date is the member's birthday. Select At scheduled time as the trigger and set it to repeat daily. Select Update record as the action and filter for records with Check birthday as true. Under Set Record Content, change the Send Blessings field value to Yes.	250px\|700px\|reset
Step 3: Workflow 2 - When the single option field value is Yes, send a birthday blessing. Select When a record meets conditions as the trigger. Select Send a Lark message as the action, select yourself for the From field, and select Records met conditions in step 1 for the To field. Edit the message as required.	250px\|700px\|reset
Step 4: Workflow 3 - After sending a birthday blessing, change the Send Blessings field value of the record to No to avoid sending repeat messages. Select At scheduled time as the trigger and set it to repeat daily (at a later time than step 2 above). Select Update record as the action, filter for records with Check birthday as true. Under Set Record Content, change the Send Blessings field value to No.	250px\|700px\|reset

Example of an automated message sent using the user's own identity.

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Send messages as a Base bot

What is a Base bot?

Similar to Base Assistant, a Base bot is a type of bot managed by the Base team. It has the same permissions and functions as Base Assistant, except a Base bot cannot send messages to external users or external groups.

Any base can be made into a Base bot.

When setting up an automated workflow to send messages, select the base for which you want to create a bot in the From field. Save and enable the automated workflow and a Base bot will be created. The name of the base will be used as the the bot's name.

In the Lark app, click the bot chat, then click the bot's profile photo to view its details:

The owner of the Base bot is the developer of Base.

Click Give feedback to submit bug reports or product suggestions.

Click Actions at the bottom of the chat to open the base corresponding to the bot.

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Use case: Send follow-up reminders for task management

You can use a personalized Base bot to send messages, so recipients can easily tell which base the notification pertains to.

You can further personalize the bot by changing the file icon and name of the base, which will be used as the

bot's name.

The bot will automatically be granted edit permission for the base and will be added to the base's applications. (To check base applications, click the ... icon in the upper-right corner of the base, then the … More icon > Add Applications.)

Example: Set up an automated workflow to regularly search for unfinished tasks in the Task Management Q4 base, and send follow-up reminders to the corresponding task leaders. Automated messages will then be sent by a personalized Base bot, allowing recipients to find all relevant notifications for that base in one place.

Steps	Images
Step 1: Select At scheduled time as the trigger and set the repeat frequency (For example: every 3 days).	250px\|700px\|reset
Step 2: Select Find Records as the action, filter for status containing Not yet started and Ongoing, and select Task leader under Select fields.	250px\|700px\|reset
Step 3: Add an action and select Send a Lark message as the action. In the From field, select the Base bot (Task Management Q4). In the To field, select Records found in step 2 > Task Leader, and edit the card title and content. Note: Sending to external users or external groups is not supported. You can only select users and groups that belong to the same organization as the base owner.	250px\|700px\|reset

Example:

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III. FAQs

What are the limitations for sending automated messages using my own identity or a Base bot?

If you're using your own identities, you can't send automated messages individually to group members. For Base bots, you can't send messages to external users or external groups.

What are the recipient limits when I send automated messages as myself?

No more than 20 individual chats or 5 group chats can be selected as recipients. The maximum number of individual chat messages that can be sent per minute is 200.

What is the member number limit for the "Send private messages to group members" option?

The group must have fewer than 200 members.

If the base corresponding to the Base bot is deleted, can the bot still be used?

No, when the base is deleted, the corresponding bot account will be deactivated.

Document owners can recover deleted bases from the trash within 30 days, and the bot account will be reactivated upon recovery. After 30 days, the base will be permanently deleted.

Administrators can recover deleted bases from the Lark Admin Console (path: Admin Console > Docs > Base) within 90 days, and the bot account will be reactivated upon recovery. After 90 days, the base will be permanently deleted.

When I use a template of, create copies of, or import or export a base with a Base bot, will the new base also come with the Base bot?

No.

How can automated messages be sent to a group if the person who saved and enabled the automation is not in the group?

If the person who enabled the automation is not in the group, you can change the sender identity of the automated message to "custom bot" to get the webhook address of the group bot, which can be used for sending the message.

Written by: Lark Help Center

Updated on 2025-02-06

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