With automated workflows, you can automate a significant amount of work and processes with a series of connected actions, such as approvals, that are visually represented on a single screen. Here’s an example of the powerful automation that can be achieved in a single workflow:
- 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.
Permissions Required to Create and Edit Workflows
In order to use the capabilities discussed in this article, you must have:
- Have a license on an Individual, Business, or Enterprise plan
- Be the Owner or have Admin-level sharing permissions on the sheet (more on Sharing Permission Levels)
- If you have Admin-level sharing permissions, but you do not have a license on an Individual, Business, or Enterprise plan, you’ll only be able to create and edit workflows with Alert-type actions. Not sure what plan type you have? See Identify Your Smartsheet Plan and User Type.
- If you are shared to the sheet with Editor or Viewer-level sharing permissions, you’ll be limited to creating workflows which have a single condition block and Alert-type action block with yourself as the recipient.
Set Up Your Workflow
To get started with creating a workflow:
- Select Alerts & Actions in the upper-left corner of your sheet
- Choose Manage Alerts & Actions.
The Manage Alerts & Actions window appears.
- In the Create a new rule dropdown list, select Create a workflow.
The workflow editor appears.
Now that you’ve accessed the workflow editor, you can configure the trigger block, condition paths and blocks, and action blocks to build your workflow.
- In a workflow, a block refers to any object which occupies space in the workflow editor.
- Blocks are connected by paths indicated by the arrowed lines between blocks. There can be multiple conditional paths in a single workflow which lead to different outcomes or actions based on the conditions of each path.
Evolve Your Workflow with Condition and Action Blocks, and Paths
Select the Add button to insert new paths and blocks to the workflow to meet your needs:
- Add a Condition—filter which rows are included in the current path of the workflow
- Add a new Condition Path—define an alternate route for your workflow to take if the first condition isn’t met
- Add an Action—at the end of each path in your workflow to define what you want your workflow to do when your conditions are met
- When there are multiple paths, each condition block at the beginning of each path is evaluated in sequence from left to right. The leftmost condition block that the row meets will define which path the row takes through the workflow, immediately evaluating any subsequent condition and action blocks on the chosen path.
- At least one action block must be added at the end of each path. After an action block, you can define additional conditions and paths if needed as long as they are followed by another action block.
Trigger Blocks: Define How Your Workflow is Executed
Similar to other Alerts & Actions, you can define the criteria that will trigger your workflow. Triggers include:
- When a row is added or changed
- When a row is changed
- When a row is added (this won't trigger for changes in existing rows)
Select Specify a change to ensure that only certain changes in the columns you choose will trigger the workflow. For example, you can create a workflow that is only triggered when a row is marked “Complete” in the Status column.
In the Run workflow dropdown, you can adjust whether the workflow will run immediately, hourly, daily, or weekly when triggered. Workflows set to run daily will evaluate changes to the sheet and execute between 12:00 AM and 4:00 AM in the sheet Owner’s timezone. (Weekly workflows will run on Friday’s between 12:00 AM and 4:00 AM.)
If multiple rows are changed when the sheet is saved within the timeframe of the selected frequency, then the workflow will run for every row that meets the trigger criteria.
Action Blocks: Specify What Kind of Automation is Triggered
With an action block, you can choose what type of alert, request, or other automation you want your workflow to perform when triggered. Use the following table as a reference for what types of actions these perform.
|Use this type of alert or action||In this situation|
To be notified on key changes in specific columns
For a person to be notified when they’re assigned to a new task
To know when columns are set to a specific value (for example, a Status dropdown column is set to “Blocked”)
For sign-off from a key stakeholder on a specific task
For someone to approve or decline an item (for example, Director approval on a project proposal)
For approval on an item that meets a certain criteria (for example, Finance approval when an item's cost is over a certain amount
To automatically ask for the latest information for a current item once a value changes in a specific column (for example, when the status on a row changes to “In Progress,” request that the assignee update the Start date)
To automatically request an update to multiple cells in a row
|Automatic Row Lock||
To prevent further edits after an item has been approved
To prevent further edits after a task has been completed or closed
|Automatic Row Unlock||
Mitigate mistakes in your process by preventing items from being edited until prerequisite steps are completed
When you add an action block, you’ll choose which type of action you’d like to use. If you select an action type and you’d like to change it, then click the Menu icon in the upper-right corner of the block to change the action.
After clicking the Menu icon, you van click Advanced options to configure which columns are displayed in the alert or request.
Request Approval From Stakeholders in Sequence
If you want to request approval from stakeholders and set up actions sent in sequence rather than all at once, you can set up multiple Approval Requests in a single path. Approval Requests will pause the workflow until they are Approved or Declined. Once the Approval status is updated, the workflow will continue through subsequent conditions and actions on the path defined by the outcome of the Approval Request.
Actions connected to the outcome of an Approval Request are executed by the Approval Request status entering Approved or Declined and do not take into account any of the conditions defined before the Approval Request. Since the workflow trigger and subsequent condition blocks between the trigger and the Approval Request can be bypassed if someone manually changes the approval status column in the sheet, it is best practice to either lock your Approval status columns in the source sheet, or refrain from sharing the sheet to people that you need approval from.
Condition Blocks: Filter What You Send
Between trigger blocks and action blocks, you can define conditions to filter which rows will be included in the resulting alert or action. You can also add conditional paths to define different alerts and actions in your workflow based on the criteria you specify. For example, when a new IT request ticket is added to a sheet through a form, you can send different alerts and requests to specific recipients depending on the department, priority, and request type specified in the ticket.
Within a condition block, you can click the blue text between your conditions to define whether only one condition needs to be met (or) or all conditions must be met (and) before the row is included in the alert or request. If you want to mix and with or conditions, create multiple condition blocks on a single path.
Best Practices as You Create Workflows
Name and Save Your Workflow
Once you’ve defined the workflow trigger, conditions, paths, alerts, and actions, you’ll be able to save your workflow. Type a name your workflow using the text field on the upper-right of the workflow editor so that you know what the workflow is used for.
Edit, Clone, or Completely Delete a Workflow
After you’ve saved the workflow, you’ll see it listed on the Manage Alerts & Actions window. (Click Alerts & Actions > Manage Alerts & Actions to see this window.) On this window, you’ll have the option to disable (or enable), edit, clone, or delete a workflow by selecting the dropdown arrow on the upper-right of it.
When you clone a workflow, it’s recommended to modify any approval requests such that they’re either stored in a new column or use new values when approved or declined. If these changes are not made, then approvals in your original workflow may cause Approval Requests in the cloned workflow to execute.