Workflow – Introduction & Basics

MediaOS Workflows allow you to automate repetitive tasks and streamline operational processes across contracts, accounts, ad requests, and more. By setting up custom workflows, you can save time, reduce human error, and maintain consistent communication across your team and clients.

Accessing the Automation Page #

To create or manage workflows in MediaOS, you must have Administrator permissions enabled.

To check or assign admin rights:

1. Click your profile icon in the bottom-left corner.
2. Select Users.
3. Edit the desired user.
4. Ensure Administrator is checked in their permission settings.

Once permissions are set, navigate to Automation in the left-hand menu to access Workflow.

Understanding Workflow Structure #

Each workflow in MediaOS consists of two main parts:

• Trigger Event: The condition that starts the workflow.
• Actions: The steps the system takes once the trigger occurs.

Think of workflows as if-then logic: If X happens, then do Y.

Creating a New Workflow #

1. Click New Workflow in the top right.
2. Choose your trigger type (e.g., Contract, Line Item, Account).
3. Select the event to trigger the workflow (e.g., Contract is set to Won).
4. Click Save.

Warning: Once a workflow type is selected (e.g., Contract), it cannot be changed. You must delete and recreate the workflow to switch types.

Adding Workflow Steps #

Click the plus icon (+) to add steps (actions) after your trigger event. Examples of available actions include:

• Send Customer Email
• Add/Remove Tags
• Match to Account
• Create Notification

Example: Sending a Thank You Email #

1. Click the plus icon after the trigger event.
2. Select Send Customer Email.
3. Fill in:
   • Description: e.g., Thank You Email
   • Recipient: e.g., Contract Sold To
   • Email Template: Select from existing templates.
   • From Email/Name: Option to use Account Owner details.
4. Use merge tags (e.g., [Account Owner Name]) to personalize the message.
5. Click Save and Close.

Handling Failed Email Sends #

Set up a secondary action if an email fails to deliver:

1. Click the Failed path node.
2. Click + and select Notification.
3. Attach it to Contract or Account.
4. Assign the notification to the Sales Rep (e.g., Contract Sold By).
5. Use merge tags in the message, such as:

Notification Message Example:
[Account Name] has a contact email that is failing for Contract #[Contract Number]. Please reach out and update their information.

Workflow Settings #

Click Settings on the top menu to configure workflow details:

• Name your workflow (e.g., “Contract Set to Won - Thank You Email”).
• Max Allowed Runs: Prevent system strain by setting a usage cap (default: 100,000).
• Workflow Active: Enable or disable the workflow.
• Show in Activity Feeds: Make the workflow visible in account timelines.
• Manual Permissions: Grant access to manually run workflows via Batch Action > Run Workflow.
• Enable via Merge Link: Trigger workflows from links embedded in email templates (useful for lead generation or marketing automation).

Monitoring Workflow Execution #

Once saved and activated:

• You’ll see the workflow listed on your Workflow page.
• It will display trigger type, name, active status, and any errors.
• Click Edit to view or troubleshoot individual steps.

Tip: If you encounter errors like “Add Account to List – No List Selected,” go back into the step and ensure all fields are correctly filled out.

Use Case Example: Contract Thank You Email #

Trigger: Contract is set to Won
Step 1: Send a thank you email to the contract’s primary contact.
Step 2: If the email fails, notify the sales rep to update the contact email.

Summary #

Setting up workflows in MediaOS helps automate routine tasks such as customer communication and internal alerts. With intuitive drag-and-drop functionality and detailed trigger/action customization, workflows are a powerful tool to elevate operational efficiency.