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.
As you add content to a sheet, the application may provide a Suggested Action for creating automated workflows. With a single click, Smartsheet will automatically update the sheet with the suggested automated action.
Here’s an example of a single automated workflow that can help a writing team execute work faster:
- A technical writer finishes a rough draft and marks their task as complete in Smartsheet.
- This triggers an approval request to be sent to the appropriate tech reviewer based on the topic of the article.
- 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.
- When published, the content director receives an automated alert that the new content has been published.
Create a visual 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.)
Set your trigger to take place an hour before the action should take place. This will ensure that technical issues don't prevent the action from taking place on time.
With the sheet open:
- Select Automation in the upper-left corner of your sheet.
- 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.
- 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.)
- 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.
Create a basic workflow
You can create a basic workflow to do any of the following:
- Alert someone when anything changes:
- When rows are added, changed, or deleted
- When comments are added, changed, or removed on a row or on a sheet
- When attachments are added, changed, or removed on a row or on a sheet
- When the sheet is shared
- Alert someone when the sheet is shared
- Alert someone when a row is deleted
To create a basic workflow:
- Select Automation in the upper-left corner of your sheet, and choose Manage Workflows… from the dropdown list.
- Under Create a workflow, open the dropdown and select Basic workflows… from the bottom of the list
The Basic Workflows window appears.
- On the Basic Workflows window, you can choose what kind of workflow you want to create.
- After you select Create, you can modify the trigger, recipients, and custom message of the workflow.
- When you’re satisfied with the configuration, name and save the workflow.
You have now created a basic workflow.