Workflow automation essentials

Create your workflow

Building an automated workflow is similar to creating a flowchart. You place triggers, conditions, and actions together from a start block to one or more end blocks.

Your permission level defines what you can do and where you can apply workflows. Learn about Automated workflow permissions.

You can build your workflows from scratch or customize existing templates. The Automation Template Gallery includes tips on when to use the workflow and how to customize each template.

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How to add a workflow

Option 1: Access the Automation Template Gallery:

1. In the upper-left corner of your sheet, select Automation > Create from template…
2. Select a template to open the Details section.  

Option 2: Create a workflow from scratch:

1. In the upper-left corner of your sheet, select Automation > Create from scratch…
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Workflows components include:

• Trigger blocks: Define when you want your workflow to run.
• Condition paths: A line that connects blocks to display different routes that your workflow may take depending on the conditions you set. Your workflow may have a single or several paths from trigger to action based on preceding conditions.
• Condition blocks: Define conditions to filter which rows to include in an alert or action.
• Action blocks: When triggered, they choose the automation your workflow performs.

Customize your workflow

Select the plus icon (+) to insert new paths and blocks to the workflow:

• Add a condition: Filter the rows included in the workflow path.
• Add a condition path: Define an alternate route for your workflow if it can't meet the first condition.
• Add an action: Define what you want your workflow to do once it meets your conditions.

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Things to know about workflows

• With multiple paths, the workflow evaluates each condition block in sequence from left to right. The leftmost condition block that the row meets defines the path the row takes through the workflow.
• Add at least one action block at the end of each path. After an action block, you can define additional conditions and paths as long as another action block follows.
• Older workflows, such as emails, update/approval requests, and move row automation on large sheets, may take a few minutes to complete.
• Cells that contain cross-sheet formulas or cell links don’t trigger a workflow that automatically changes the sheet (Move Row, Copy Row, Lock Row, Unlock Row, Approval Request). To work around this, consider using time-based automation or recurrence workflows.

Workflow limitations

• Each sheet can have up to 150 workflows.
• Each workflow can have up to 100 blocks. This includes the trigger, condition, and action blocks.
• Each workflow can have up to 30 action blocks.
• Condition blocks can have up to 20 condition statements (20 lines within the block).
• Attachment links included in automated workflow emails expire after 14 days.

Automated workflows in large-scale sheets (up to one million cells) are partially supported. Workflows with change-based triggers (like Rows added or Rows changed) and Update Cell, Assign People, Clear Cell, or Lock/Unlock Rows actions are supported. Workflows containing other triggers, actions, and conditions aren’t supported. 

Best practices for workflows

• Type a workflow name in the workflow builder's upper-left corner.
• Save your workflow after setting it up or after any change.
• Set your trigger to occur an hour before the action should occur. This ensures that technical issues don't prevent the action from happening on time.
• To improve performance, combine workflows that trigger together and deactivate older workflows.
• In the Manage Automation Workflows window, you can deactivate, activate, edit, duplicate, or remove a workflow.
• When you duplicate a workflow, modify the approval requests or use new values. Otherwise, the approvals in your original workflow may trigger approval requests in the new workflow.

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.

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

As described previously, select Duplicate in the workflow menu. You can then 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.