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.
What the Match Step Does #
The Match step allows your workflow to look into related records—like Accounts or Contracts—and make decisions based on what it finds. This adds precision to your automation logic, enabling MediaOS to take different actions depending on the content of a contract, the presence of a particular product, or custom data within an account.
Adding a Match Step #
To begin, open your workflow and click the + button. From the list of available options, select New Match. This opens a filtering panel similar to what you may have used when searching in the Contracts or Accounts modules. From here, choose which type of record you want to evaluate. You can filter based on either Accounts or Contracts, depending on where your decision logic needs to look.
Once you’ve selected the type of record, MediaOS will display advanced filtering fields. These include filters for product types, line item attributes, assigned sales reps, and even date conditions. For example, if you want your automation to behave differently when a contract contains an Event Sponsorship, choose Contract, navigate to Line Items, and set the filter to Product = Event Sponsorship.
Branching Based on Match Conditions #
After you define the Match logic, you can determine what should happen next. If the condition is met, the workflow will continue along a path you specify. If the condition is not met, you can either end the workflow, trigger a different action, or insert another Match step to test for an alternate condition.
This branching structure allows you to build workflows that respond to multiple outcomes. For example, if a contract doesn’t include an Event Sponsorship, you might immediately check whether it includes a Print Ad or Expo Booth instead, and proceed accordingly.
Tip: You can add multiple Match steps in sequence to layer conditions and build workflows that adapt to any combination of contract contents or account attributes.
Automating Actions After a Match #
Once your match conditions are set, you can build out the automation path for each outcome. If a contract includes a specific product, MediaOS can automatically send a Customer Email with a corresponding form, add the account to a targeted list, update the Pipeline Status, adjust the Billing Status, or apply a Sales Lock to the account. These actions help your team stay aligned while saving time on manual follow-up.
Note: Using Match to manage account segmentation based on contract contents is one of the most efficient ways to support coordinated sales and marketing campaigns.
Once your matches are set, you can automate actions like:
Introducing Approval Steps into Your Workflow #
The Approval step allows you to insert a manual review point into your workflow. This is helpful when a process requires a human decision, confirmation, or accountability before moving forward. Approval steps are ideal for onboarding flows, sales QA, and contract reviews.
How to Add an Approval Step #
To add an approval to your workflow, click the + button and choose Approval from the step options. You can then assign the approval task to a specific user, such as the Account Owner, and write a clear description of what needs to be reviewed. You’ll also define decision options, such as Yes and No, to guide the approver’s response and direct the workflow based on their selection.
Example: A New Lead Approval Process #
Imagine a workflow triggered when a new account is created. Your first approval step might ask the Account Owner, “Is primary contact info assigned?” If the answer is No, the workflow assigns a follow-up task to gather missing details. If the answer is Yes, the flow proceeds to a second approval that asks, “Have you scheduled an intro call?” The answer to each approval step determines what happens next—ensuring important milestones aren’t skipped.
Tip: This type of step is perfect for building accountability into your onboarding process while maintaining efficiency.
Tracking Approval Requests in the Today Tab #
Whenever an approval is triggered, it appears in the Today tab under Automations. The assigned user can review the request and choose to Move Forward, Not Now, or Remove the step. This ensures that decision-based steps are never missed and that sensitive handoffs get the attention they need.
More Match Use Cases to Explore #
The Match step is highly flexible and isn’t limited to product filtering. You can build logic based on Sales Rep assignment, Insertion Dates, or Custom Fields. For instance, if the last insertion on a contract is within seven days, you can automatically trigger a high-priority follow-up. These advanced use cases help you respond to time-sensitive opportunities or enforce quality assurance standards without requiring constant manual oversight.
Final Thoughts #
By incorporating Match and Approval steps into your intermediate workflows, you give your automations intelligence, flexibility, and accountability. These tools let you tailor communication, verify accuracy, and design processes that scale alongside your business.
Note: With these steps in place, your workflows become more than automated tasks—they evolve into decision-ready systems that support your team’s best work.
Use Case Highlights #
Teams often use Match to automatically send required forms based on products sold—for example, triggering a sponsorship form when a specific package is included in a contract. Others build Approval flows into sales QA processes to confirm all account details are in place before finalizing a deal. Match is also frequently used for dynamic list management, helping sales and marketing segment accounts based on real-time behavior or purchase patterns.
