Workflows in MediaOS help your team increase productivity, maintain consistency, and reduce manual errors. By automating common processes—like sending emails, updating statuses, or assigning tasks—you can ensure your team stays efficient while nothing slips through the cracks.
How to Begin a Workflow #
To get started, navigate to Automations in the left-hand menu. Once inside, click the Workflows tab at the top of your screen. This will take you to the main workflow dashboard where you can manage or create automations.
Click + New Workflow in the upper-right corner to begin building a new sequence. This will open the workflow setup screen, where you’ll define the trigger event—the condition that causes the workflow to start. Use the dropdown menu to select both the module (such as Contract or Task) and the event (such as Set to Won or Created).
After you’ve chosen the correct trigger, click Save to lock it in. This confirms the starting point for your workflow and allows you to begin adding follow-up steps.
Example: Sending an Email When a Contract Is Set to “Won” #
Imagine you want to automatically send a thank-you email to a client every time their contract is marked as won. From the + New Workflow screen, choose Contract as the workflow event type. A second dropdown menu will appear. In this menu, select Set to Won as the specific condition that should start the workflow. Then, click Save to move to the next step.
Now that your trigger is in place, define what happens next. Click the + sign located beneath the workflow trigger to add your first action. A panel titled Add a Step will appear on the right side of the screen. From this list of available actions, select Customer Email.
Once added, click on the Customer Email step to open its configuration. In the Description field, enter a label like Contract Won Email so you can easily identify the purpose of this step later. For the Send to Email field, choose Contact Sold To—this ensures the email is sent to the main contact associated with the contract.
In the Template field, select an existing email template from your library or create a new one. This message will be sent to the client each time the workflow is triggered. [If you're not sure how to build a template, check out the Email Templates article for more guidance.]
Once all fields are complete, click Save to confirm your action. To activate the workflow and make it live, click Activate in the top-right corner of the screen.
From this point on, every time a contract is marked as Won, MediaOS will automatically send your configured message—giving your client a seamless experience and saving your team valuable time.
Editing Your Workflow Settings #
Once a workflow has been created, you can adjust key settings at any time. To begin, return to the Workflows tab under Automations, find the workflow you’d like to update, and click Edit on the far right.
Inside the workflow editor, click the Settings tab to access and update the workflow configuration.
At the top of the settings panel, you’ll see a field labeled Name. Use this to rename the workflow so it's easier to identify in your dashboard—especially as your list of automations grows. Descriptive names like Membership Renewal Reminder or New Contract Onboarding Email help keep things organized.
Directly below the name field is the Workflow Active toggle. Turning this on activates the workflow so it runs automatically whenever the trigger condition is met. Turning it off pauses the automation without deleting the setup—useful for edits, testing, or seasonal workflows.
You’ll also find the Show in Activity Feeds toggle. When enabled, this displays each workflow run in the related account’s timeline, showing which step is currently in progress. This visibility helps with team alignment and troubleshooting.
If your workflow doesn’t need a trigger and is meant to be run manually, you can assign access to specific teams using the Who Can Manually Run This Workflow section. Choose which roles—such as Accounting, Production, Sales, or Sales Managers—can initiate the workflow manually through Batch Action > Run Workflow. This is ideal for workflows used in cleanup processes or data review tasks, such as duplicate detection and merging.
