Intermediate Workflows

Once you're comfortable with basic "if/then" workflows and simple automations, it's time to take things to the next level. Match Functionality and Approval Steps allow you to build smarter, more specific workflows that adapt to real-time data and user actions inside MediaOS.

Match Steps #

Match steps let you filter based on related items in your workflow—like checking if a contract contains a specific product. This gives you precision control over what happens and when, so your workflows behave exactly how you need them to.

For example, you can:

• Trigger actions only when a contract contains specific products.
• Set up alternative actions if a match is not found.
• Create cascading logic (staircasing) to evaluate multiple criteria.
• Use match logic for products, sales reps, date ranges, and more.

How to Add a Match Step #

To add a match to your workflow:

1. Click the plus button in your workflow builder.
2. Scroll down and select New Match.
3. Choose the related item to match on—such as Account or Contract.
4. Set your filter criteria (e.g., Product = Event Sponsorship).
5. Decide what happens if it matches and if it doesn’t match:
   • Send an email
   • Trigger another match
   • Do nothing
   • Assign tasks, update statuses, or more

Tip: Match filters mirror the filtering options on MediaOS’s Contract and Account pages, giving you complete control over how your workflow evaluates data.

Building Staircase Match Logic #

Sometimes one match isn’t enough. That’s where staircasing comes in.

You can:

• Chain match steps to check for multiple possible conditions.
• Use different actions based on whether conditions match.
• Create fallback logic when earlier matches don't apply.

For example:

• If the contract has Event Sponsorship, send a form to the production contact.
• If not, check if it has Expo Booth, and trigger a different action.
• Continue building matches for as many conditions as needed.

Approval Steps #

Use approval logic when human decision-making is required. It's great for quality checks, onboarding flows, or anything requiring manual sign-off.

To add an approval step:

1. Add a new step and select Approval.
2. Choose who should approve (specific users or roles like Account Owner).
3. Add options (e.g., "Yes" / "No") to guide the next step.
4. Define actions based on each response.

Common use cases include:

• Confirming primary contact info on new leads.
• Verifying if an intro call has been scheduled.
• Routing approvals to managers or teammates.

Approvals appear in the Today tab as notifications, so users can respond in real time.

Additional Match and Approval Actions #

With both match and approval steps, you can trigger a variety of outcomes:

• Send custom emails using templates.
• Set account or contract statuses (e.g., Billing Status, Sales Lock).
• Add accounts to lists for segmentation.
• Assign follow-up tasks.
• Create multiple branches for advanced automation paths.

Reminder: You can filter matches by product, sales rep, insertion dates, and more. Use these filters to trigger time-sensitive follow-ups or segment based on who closed the sale.

Plan Your Workflow Logic #

As your automations grow more sophisticated, planning becomes key:

• Map out the logic tree before you build.
• Group related match steps together.
• Use clear, descriptive names for each action or condition.
• Test with sample records to confirm expected behavior.