Applies to

Smartsheet
  • Pro
  • Business
  • Enterprise

Capabilities

Who can use this capability

  • Owner
  • Admin 
  • Editor

View and manage automation workflows

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

Who can use this?

Plans:

  • Smartsheet
  • Pro
  • Business
  • Enterprise

Permissions:

  • Owner
  • Admin 
  • Editor

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

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

Users with Editor-level permissions can only create, edit, or delete alerts or reminders with themselves as the recipient.


Manage your workflows

  1. At the top left of the sheet, select Automation > Manage automation workflows.
  2. Hover over the workflow and select the More icon. The following table contains what you can do here.
Use this commandTo do thisTips and notes
DeactivateTemporarily turn off the ruleUse this command to use the rule in the future.
Run now...Run the workflow manually

Use this command to run the workflow manually on the entire sheet or a subset of rows whenever you want.

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.

EditRename or change the criteria for the ruleUse this to modify the alert message. 
DuplicateCreate a copy of the ruleUse this command to create the same workflow type for a different purpose. This allows you to create another workflow faster.
Subscribe or UnsubscribeStop 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.

DeleteDelete the rule completelyYou can’t undo this.
Workflow PropertiesView 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

Select Duplicate in the workflow menu, as described previously. You can edit the workflow to address any 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

Open the Workflow Properties dialog 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.
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