As your work processes develop, you may need to tweak, copy, deactivate, delete, unsubscribe from, or subscribe to an automated workflow.
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Access your saved workflows
At the top left of the sheet, select Automation > Manage automation workflows. In the top right corner of the workflow manager, you can:
- Filter by status: All, Active, Inactive, Unable to run
- Sort by: Name, Date modified, Date created, Last run
Try it with AI! Use an AI assistant with a prompt like Show me all the active automations on my Product Launch sheet. Refer to the Smartsheet MCP Prompt Library for more example prompts
Manage your workflows
- At the top left of the sheet, select Automation > Manage automation workflows.
- Hover over the workflow and select the More icon. The following table contains what you can do here.
Users with Editor-level permissions can only create, edit, or delete alerts or reminders with themselves as the recipient.
| Select this option | To do this | Tips and notes |
|---|---|---|
| Deactivate | Temporarily turn off the rule | Use this command to use the rule in the future. |
| Run now... | Run the workflow manually | Use this command to run the workflow whenever you want manually. |
Test now... | Test the workflow | Use this command to test your workflow on a test row or use to preview how notifications will look by sending them to yourself. |
| Edit | Rename or change the criteria for the rule | Use this to modify the alert message. |
| Duplicate | Create a copy of the rule | Use this command to create the same workflow type for a different purpose. This allows you to create another workflow faster. |
| Subscribe or Unsubscribe | Stop receiving the alert | You can unsubscribe directly from the alert or action you receive, by selecting Unsubscribe in the Don't want to receive these emails? section in the email message. To subscribe, access the workflow menu, and select Subscribe if you want to receive alerts or automated actions. |
| Delete | Delete the rule completely | You can’t undo this. |
| Properties | View workflow properties. | You can see here the workflow ID, workflow creation details, and who has unsubscribed. |
Workflow issues and notifications
You may receive email notifications if there are issues with your workflow. Follow the instructions in the email to fix any issues.
Duplicate a workflow
If you duplicate a workflow, edit the new one to address your new scenarios.
Keep these tips in mind:
- Edit any approval requests: Store them in a new field or use new values. If you don't change them, approvals in your original workflow may cause approval requests in the duplicated workflow to run.
- Check your subscriber list: Make sure all the correct people receive notifications.
Check workflow properties
Select the Properties option to review the following details:
- Workflow ID: 16-digit value that 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 unsubscribed users.