Using Match & Approval Steps in Intermediate Workflows

Once you've gotten the hang of building basic automations in MediaOS, intermediate workflows unlock a whole new level of precision. With the Match and Approval tools, you can filter data dynamically, branch actions based on conditions, and introduce human decision points—all while automating your most common sales and service processes.

Understanding the Match Function in Workflows #

The Match step in workflows allows you to search through related data and apply conditional logic based on what you find. This is crucial when you want your automation to behave differently depending on what's included in a contract, account, or other related records.

Adding a Match Step #

To get started:

• Click the + button in your workflow editor.
• Scroll to and select New Match.

This opens up filtering tools similar to what you'd see on the Contracts or Accounts pages.

Filtering by Related Data #

You can choose to match against either:

• Accounts
• Contracts

Once selected, you'll see filtering options like:

• Specific products
• Line item details
• Sales reps
• Date conditions

For example, if you want to trigger different follow-up emails based on whether an Event Sponsorship product is part of a contract:

• Select Contract
• Go to Line Items
• Filter by Product = Event Sponsorship

Branching the Workflow #

After setting up your match, you'll define:

• If Match → Trigger a specific action.
• If No Match → Trigger a different action or another Match check.

➡️ Tip: You can layer multiple Match steps. If one condition fails, you can immediately match again on a different product like Expo Booth or Print Ad.

Automating Actions Based on Matches #

Once your matches are set, you can automate actions like:

• Sending a Customer Email with a specific form (e.g., sponsorship form).
• Adding the account to a segmented list.
• Updating Pipeline or Billing Status.
• Setting a Sales Lock on the account.

➡️ Note: Automating account list additions based on contract content is a powerful way to streamline segmentation across your sales and marketing teams.

Using Approval Steps in Workflows #

Approval steps insert a manual checkpoint into your automation. This is perfect when certain conditions need human review or input before continuing.

Creating an Approval Step #

In the workflow builder:

• Click +
• Select Approval

From here, you can:

• Assign the approval to a specific user (e.g., Account Owner).
• Write a clear description of what needs to be reviewed.
• Provide options like Yes or No.

Example: New Lead Approval Flow #

1. Trigger: New Account Created.
2. Approval Step 1: Ask Account Owner, “Is primary contact info assigned?”
   • No: Assign a task to gather contact details.
   • Yes: Proceed to another Approval Step.
3. Approval Step 2: Ask, “Have you scheduled an intro call?”

Each answer determines the next step in the process.

➡️ Tip: This is an ideal way to build accountability into your onboarding process.

Monitoring Approvals in the Today Tab #

When an approval step is triggered:

• It appears in the Today tab under Automations.
• Users can click, review, and select:
  • Move Forward
  • Not Now
  • Remove

This ensures no step gets missed while giving your team control over sensitive handoffs.

Additional Match Use Cases #

You’re not just limited to products. Use Match to filter based on:

• Sales Rep
• Insertion Dates
• Custom Fields

For example, if a contract’s last insertion is within a week, you can trigger urgent follow-ups for time-sensitive campaigns.

Final Thoughts #

Intermediate workflows give your team the tools to work smarter, not harder. By combining Match and Approval steps, you gain the flexibility to:

• Tailor communication.
• Ensure accuracy.
• Build scalable and human-aware processes.

➡️ Note: These steps make your workflows “grow legs”—in the best way possible.

Examples of Use Cases #

• Matching Products to Send Specific Forms: Automatically send a form to the production contact when a matching product is sold.
• List Management: Segment accounts automatically based on what they purchase.
• Sales QA: Enforce a review process to ensure accounts are properly set up before moving forward.