Manage your workflows

Applies to

Smartsheet
  • Pro
  • Business
  • Enterprise

As your work processes develop, you may need to tweak, copy, disable, delete, unsubscribe from, or subscribe to an automated workflow.

You can do any of these on the workflow builder.

Access the workflow menu

Follow these steps to access the workflow menu through the workflow builder:

  1. In the menu bar, select Automation > Manage Workflows.
  2. Hover over the workflow you want to modify. 
  3. Select the Menu icon, and choose the appropriate workflow actions.
    An Edit button appears when you hover over a workflow. While there is an Edit option in the menu list, you don’t need to select the Menu icon to edit workflows.

 Manage your workflows

After following the steps in the previous section, you’ll see a list of workflow actions you can choose from:

  • Deactivate
    For deactivated workflows, you’ll see the Activate option instead.
  • Edit
  • Duplicate
  • Unsubscribe
    For workflows you’ve unsubscribed from, you’ll see the Subscribe option instead. 
  • Delete
  • Properties

Deactivate or activate your workflow

If your workflow is active, you can deactivate it to temporarily turn it off. This is useful if you’re making several changes or setting up the sheet and you don’t want your workflow to run yet.

To reactivate your workflow, select Activate in the workflow menu. 

Edit your workflow 

Use the Edit option to modify the following workflow elements:

  • Workflow name
  • Trigger block
  • Condition block
  • Action block: This includes the following automation message fields:
    • Subject
    • Message
    • Attachments (for example: links to sheet and fields)

Unsubscribe from or subscribe to a workflow

If you want to stop receiving all automated actions for the workflow, unsubscribe from a workflow. 

When you receive alerts or requests, you can unsubscribe directly by selecting the Unsubscribe link next to the “Don't want to receive this alert?” text at the bottom of the message.

Need to receive alerts or automated actions again? Access the workflow menu, and select Subscribe

Duplicate your workflow

If you want to create a copy of the workflow, select the Duplicate option in the workflow menu.

Already duplicated a workflow? Edit any approval requests to either store them in a new field or use new values when your requests get approved or declined. Otherwise, approvals in your original workflow may cause approval requests in the duplicated workflow to run.

If anyone has unsubscribed from a workflow, duplicate the workflow to ensure they receive the automation. They’ll automatically be subscribed to the new copy of the workflow.

Delete your workflow

Permanently remove the workflow you created.

You can’t undo this action. 

Check your workflow properties

To check the following details, open the Workflow Properties dialog:

  • Workflow ID: 16-digit value assigned to your workflow, which you can use for interactions with Smartsheet Support
  • Created by: User who created the workflow
  • People who unsubscribed from the workflow: Total number and list of users who unsubscribed from the workflow