Workflows in MediaOS do more than just trigger simple tasks—they’re the engine behind powerful automation that helps teams scale processes with precision. Once you've learned the basics, advanced workflows open the door to automating complex operations like collections, eliminating repetitive work, and reducing human error at scale.
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 valuable ways to use workflows is for managing collections. By building a 90-day automation flow, you can minimize manual follow-ups, improve cash flow, and ensure accountability every step of the way.
Begin by creating a new workflow with the trigger set to When an invoice is created. This will serve as the starting point for your collections process.
Next, add a Delay step for 30 days. This aligns with standard net payment terms and gives clients time to pay. Delays in MediaOS can be measured in minutes, hours, or days, and can even skip weekends to match your business calendar.
Once the first delay has elapsed, add a Match step to check if the invoice is still unpaid. If the condition is true, send a Notification to the Sales Rep assigned to the contract. This message can be personalized using merge tags like the Account Name and a direct link to the invoice using the Invoice Number merge tag.
Tip: You can build dynamic invoice links by inserting the Invoice Number into a standard URL structure. This lets reps click directly into the record without extra searching.
After the notification, insert a second Delay of 30 days. Then, use another Match step to check whether the invoice is still unpaid. If it is, send a template email directly to the Billing Contact. Should the email fail, create a Task for the Sales Rep to follow up manually.
Continue the automation with one more 30-day Delay, bringing the total timeframe to 90 days. At this point, run a final Match step. If the invoice remains unpaid, MediaOS can take several automated actions. These may include charging the assigned payment method (if one is on file), applying a Sales Lock to prevent further purchases, and writing off the balance to remove the debt from your books. If your team earns commission at the time of invoicing, you can also flag the invoice as non-commissionable.
Finally, close the loop by sending two final communications: an internal email to the Sales Rep confirming the write-off, and a final notice email to the customer alerting them to their account status.
Expanding with Advanced Workflow Features #
Once you’ve become comfortable with workflow basics, there are several advanced tools available in MediaOS to elevate your automations.
The Randomizer step allows you to randomly split records into different branches of the workflow. This is particularly useful for A/B testing email templates, trying different outreach strategies, or rotating assignments among team members.
You can also build automations that control Contract Billing Status. This means billing phases can be updated automatically based on events like invoice creation or due date.
If your team works with proposals, workflows can be used to convert proposals into contracts automatically once certain criteria are met. This reduces delays in the handoff between sales and billing.
With Auto-Tagging, you can assign or remove tags on accounts, contracts, or contacts based on the conditions within your workflow. These tags are especially useful for filtering, segmentation, or building future automations.
Pro Tip: If your team completes the same task more than three times a week, it’s probably a great candidate for automation. Ask around—what are people repeating every day? Then bring those patterns into MediaOS and automate them.
Final Thoughts #
Workflows and pipelines work best when used together. By aligning automation with your actual sales, billing, and production processes, you can eliminate bottlenecks, reduce oversight, and boost performance across teams. From invoice reminders to post-sale follow-ups, every step of your business can be smart, consistent, and scalable.
Tip: Don’t keep your ideas to yourself! Share your creative workflow builds in the Forum or comment section—we’d love to see how you're customizing MediaOS to fit your operations.
