Save Time and Work Faster With Automated Workflows

With automated workflows, you can save time and maintain consistency in your work processes using a series of connected actions, such as automated approvals with multiple stakeholders, that are visually represented on a single screen. Here’s an example of a single automated workflow that can help a writing team execute work faster:

  1. A technical writer finishes a rough draft and marks their task as complete in Smartsheet. 
  2. This triggers an approval request to be sent to the appropriate tech reviewer based on the topic of the article.
  3. When the tech reviewer approves the draft, another approval request is automatically sent to the web team to review and approve the new article for publishing. 
  4. When published, the content director receives an automated alert that the new content has been published.

Create a Workflow 

You can create alerts and reminders for yourself regardless of your sharing permissions level. However, if you wish to create or modify a workflow that alerts or requests action from other people, you must have Admin-level sharing permissions on the sheet. (More information on permissions here.)

With the sheet open:

  1. Select Automation in the upper-left corner of your sheet.

    Automation in menu
  2. Here, you can choose a type of automation for your workflow. What you choose will depend on the types of actions that you need to be automatically triggered. 

    More information on the different types of automation can be found here.
  3. After selecting the type of automation, you’ll configure the trigger block, condition paths and blocks, and action blocks to build your workflow. (See Anatomy of an Automated Workflow for more information on blocks and paths.)

    automated workflow overview image
  4. Once you're satisfied with your workflow configuration, click Save in the lower-right corner of the workflow builder.

You're done! You now have a workflow that will fire actions automatically when triggered.

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