Workflows in MediaOS are more than just task triggers—they’re the key to unlocking deep automation and precision in your business operations. Once you’ve mastered the basics, advanced workflows can help your team streamline complex processes like collections, reduce human error, and free up valuable time by automating repetitive tasks.
Using Workflows with Pipelines #
MediaOS workflows can be seamlessly tied to your pipeline stages, allowing for actions to trigger as an account moves through each step. After you’ve built your pipeline, navigate to the Automation tab within a specific pipeline status to start building logic-based workflows.
➡️ Note: You’ll see a message that says No trigger specified—do not edit this. MediaOS triggers the workflow based on the pipeline step, not an external action. Editing this setting can deactivate your workflow.
Automating the Collections Process #
One of the most powerful use cases for workflow automation is collections. Below is a step-by-step breakdown of a 90-day collections automation flow.
1. Trigger: Invoice Created #
Start by creating a new workflow with the trigger When an invoice is created.
2. Add Delay Step: 30 Days #
Insert a Delay step for 30 days to match your net payment terms.
➡️ Tip: Delays can be set in minutes, hours, or days, and you can skip weekends if necessary.
3. Match Condition: Invoice is Unpaid #
Add a Match step to check if the invoice status is Unpaid.
- If matched, send a Notification to the Sales Rep (contract sold by).
- Include merge tags like Account Name and a link to the invoice using the Invoice Number merge tag.
➡️ Tip: Build dynamic invoice links by replacing the invoice ID in the URL with the Invoice Number merge tag.
4. Delay Again: Another 30 Days #
Add a second Delay of 30 days.
5. Match Again: Still Unpaid #
- If matched, send a template email directly to the Billing Contact.
- If the email fails, assign a Task to the Sales Rep to follow up manually.
6. Delay One More Time: Final 30 Days #
Add a final 30-day delay.
7. Final Match: 90 Days Unpaid #
When 90 days have passed:
- Charge Assigned Payment Method if one is on file.
- Set Sales Lock on the account to prevent future purchases.
- Write Off Balance to remove it from your books.
- Optionally mark the invoice non-commissionable if your team earns commission at the time of invoice.
Then, send:
- An internal email to the Sales Rep alerting them to the write-off.
- A final notice email to the customer.
Advanced Workflow Features #
Once you're comfortable with the basics, consider expanding your automation toolkit with these features:
Randomizer Step (A/B Testing) #
Use Randomizer to split actions randomly between different paths. Ideal for A/B testing different email templates, user assignments, or outreach methods.
Contract Billing Status Automation #
Automatically update billing statuses based on events like invoice creation or due date.
Proposal Conversions #
Convert proposals into active contracts as part of your workflow process.
Auto-Tagging #
Add or remove Tags based on conditions, which can be used later for segmentation or filtering.
Pro Tip: Automate the Repetitive #
Think about any task your team performs more than three times a week. If it’s repeatable, it’s probably automatable with workflows.
Talk with your team about daily pain points and tasks they’re repeating. Then bring those into MediaOS to streamline your operations.
Final Thoughts #
With pipelines and workflows working together, your operations can reach peak efficiency. From invoicing to follow-up, every step can be smart, timed, and targeted.
➡️ Tip: Use the Forum or comments section below to share what you’re automating—we’d love to see the creative ways you’re using workflows in your organization.
