Workflows in MediaOS help you automate repetitive tasks, improve operational consistency, and reduce manual follow-up. Whether you’re working with contracts, accounts, or ad requests, workflows empower your team to act faster—with fewer errors and greater visibility.
Accessing the Automation Page #
To build or manage workflows in MediaOS, you’ll need to have Administrator permissions. You can verify or update a user’s permission level by clicking your profile icon in the bottom-left corner of your screen and selecting Users. From there, choose the user you’d like to update and make sure the Administrator box is checked in their settings.
Once you have the correct permissions, go to the Automation section in the left-hand navigation menu. This will take you to the Workflow page, where you can view, create, or edit automations.
Understanding Workflow Structure #
Every workflow in MediaOS has two main components. First, you’ll define a Trigger Event—the condition that starts the workflow. This could be something like a contract being set to “Won,” or a new line item being added. After that, you’ll add one or more Actions—the steps that MediaOS should take in response to the trigger.
Think of workflows like a cause-and-effect chain: If a condition is met, then perform an action. You can build out multiple steps, layer in logic, and handle exceptions to suit your business process.
Creating a New Workflow #
To start building a new workflow, click New Workflow in the upper-right corner of the Workflow page. Begin by choosing the trigger type, such as Contract, Line Item, or Account, and then select the event that should initiate the workflow. For example, you might choose Contract is Set to Won as your trigger. Once selected, click Save to move on to building your workflow steps.
Warning: Once a trigger type is set, it cannot be changed. If you need to use a different type, you’ll need to delete the workflow and start fresh.
Adding Steps to a Workflow #
After you’ve defined your trigger, click the + button to begin adding workflow steps. MediaOS supports a variety of actions, including Send Customer Email, Add or Remove Tags, Match to Account, and Create Notification. Each step can be customized to reflect your internal processes or client communication preferences.
For example, if you want to thank a customer after their contract is marked as won, you would add a Send Customer Email step. Inside this step, enter a brief description such as “Thank You Email,” and set the recipient to the appropriate contact—typically Contract Sold To. Choose an email template, and optionally set the From Name and From Email to pull from the Account Owner’s profile. You can also insert merge tags like [Account Owner Name] to personalize the message.
Handling Failed Email Sends #
If an email fails to send—perhaps due to a missing or incorrect email address—you can define a backup action. To do this, click the Failed path below the email step and add a Notification. Attach the notification to the Contract or Account, and assign it to the relevant user, such as the Sales Rep or Contract Sold By.
You can customize the message using merge tags. For example:
“[Account Name] has a contact email that is failing for Contract #[Contract Number]. Please reach out and update their information.”
Configure Workflow Settings #
At the top of the workflow editor, click Settings to configure administrative details. Here, you can name your workflow—such as “Contract Set to Won – Thank You Email”—and define parameters like Max Allowed Runs to prevent system overuse (default is 100,000). You’ll also find toggles to mark the workflow as Active, show it in Activity Feeds, or enable Manual Permissions so your team can manually run the workflow using Batch Action > Run Workflow.
For marketing or lead capture campaigns, you can even Enable via Merge Link, allowing the workflow to trigger when someone clicks a specific link in an email template.
Monitoring Workflow Execution #
Once your workflow is saved and activated, it will appear in your main Workflow dashboard. Each entry displays the trigger type, name, active status, and any errors or configuration issues. To edit or troubleshoot, click Edit to view each step and ensure everything is set up correctly.
Tip: If you see errors like “Add Account to List – No List Selected,” return to that step and double-check the required fields.
Example Workflow: Thank You Email After a Win #
Let’s say you want to thank a client as soon as their contract is marked as “Won.” Start by creating a workflow with the trigger Contract is Set to Won. Add a Send Customer Email step and select your thank you message template. If the email fails, use the Failed path to create a notification that alerts the sales rep to review and update the contact’s email address. This simple two-step automation improves your client experience while keeping data clean and communication flowing.
Final Thoughts #
Workflows in MediaOS turn everyday tasks into automated, repeatable systems. Whether you’re managing client emails, tagging accounts, or alerting internal teams, workflows provide a flexible, no-code way to improve operational performance. Once you’ve built a few, you’ll quickly start spotting new opportunities to simplify your team’s most time-consuming routines.
