Workflows are one of the most powerful automation tools within your MediaOS Suite. Whether you're in publishing, events, expos, or other industries, workflows help you streamline operations, reduce manual tasks, and ensure consistent communication. With just a few clicks, you can build logic-based processes that save your team time and minimize costly errors.
How Workflows Work #
Think of a workflow as a structured If / Then statement. For example, you might create a rule that says: If a contract is set to Won, then send a thank-you email to the client. This simple logic allows your business to automate follow-ups, alerts, updates, and more—without requiring your team to do it manually every time.
Before you begin creating a workflow, ask yourself one key question: What is the trigger event that should start this automation? Identifying the correct trigger is the foundation for building an effective and efficient workflow.
Creating a New Workflow #
To get started, navigate to the Automations section using the left-hand menu. Once inside, click on the Pipelines tab at the top of the screen. From there, select + New Workflow in the upper-right corner.
This will open a setup screen where you can define the trigger for your workflow. Use the dropdown menu to select the event that should launch the process. For example, if your automation should begin when a contract is finalized, you would select Contract as your trigger type.
Recommended Starter Workflow: When a Contract Is Set to Won #
A great first workflow to set up is one that sends a confirmation email when a deal is closed. To build this workflow, follow the same path: go to Automations, select the Pipelines tab, and click + New Workflow.
On the setup screen, choose Contract as your workflow type. Then, use the dropdown menu to select Set to Won as your specific trigger event. Once selected, click Save to move to the workflow editor.
Adding Steps to Your Workflow #
With your trigger in place, you're now ready to define what should happen next. Begin by clicking the + button beneath the trigger event. A pop-up will appear on the right-hand side of the screen. From the list of available step types, choose Customer Email.
Once you’ve added the email step, click on the Customer Email block to customize it. In the panel that opens, provide a description to label the email, such as Contract Won Email. In the Send to Email field, select Contact Sold To so the message reaches the correct recipient on the account.
Next, choose your Email Template. You can select an existing template from your library or create a new one tailored to your message. [See the Email Templates article for more details on setting these up.]
After you've filled in the necessary fields, click Save to lock in the email step.
Activating Your Workflow #
Once your steps are complete, click Activate in the top right corner of the workflow builder. From this point forward, every time a contract is marked as “Won,” MediaOS will automatically send the configured email—ensuring a consistent, timely client experience with no extra work from your team
