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Getting the Most out of Workflows
Anna MkrtchyanProduct Marketing Manager
Brainstorm
Jot down tasks you wish you could take off your plate
• Repetitive tasks – daily, weekly, etc. • Chasing down information• Reminding others to complete or update• Low value but necessary
Automated Workflows
Alert someone
Alert people about rows in your sheet
Request Information
Request update: Collect data from others with an easy-to-fill form
Request approval: Get an approval from others on tasks and projects
Row Action
Move rows to another sheet
Lock/Unlock rows from further edits
Actions
Automated Workflows
Alert someone
Alert people about rows in your sheet
Request Information
Request update: Collect data from others with an easy-to-fill form
Request approval: Get an approval from others on tasks and projects
Row Action
Move rows to another sheet
Lock/Unlock rows from further edits
Actions
Sheet activity
Rows added
Rows changed
Rows changed to X
Date
Specific date
Date column
Every day/week/etc.
Trigger
Automated Workflows
Alert someone
Alert people about rows in your sheet
Request Information
Update: Collect data from others with an easy-to-fill form
Approval: Get an approval from others on tasks and projects
Row Action
Move rows to another sheet
Lock/Unlock rows from further edits
Actions
Sheet activity
Rows added
Rows changed
Rows changed to X
Date
Specific date
Date column
Every day/week/etc.
Trigger Condition
If column X is ________
If Date column is in the past
If Status column is at risk
If Assigned To column is Anna
Automated WorkflowsActionsTrigger Condition
Request an update4 days before Due Date
Automated WorkflowsActionsTrigger Condition
When Status column is not Complete
Request an update4 days before Due Date
Automated WorkflowsActionsTrigger Condition
When Status column is not Complete
When Modified Date column is not Today
Request an update4 days before Due Date
Getting More out of Workflows
• Recurring Workflows
• Conditional Workflows
• Multi-Step Workflows
• New! Move Row
Getting More out of Workflows
• Drive transparency through accurate data
• Easily identify risks
• Free up time for valuable tasks
• React quickly to changes
• Achieve More
Demo #1: Product Roadmap
Requirements:
• Release notes from PM, 1 week before
• Training notified 1 month before release
• Webinars team notified of high priority
• Announce successful release
Demo #2: Audit ChecklistRecurring, Conditional, Send to Contact List
Requirements:
• Recurring (weekly, etc.) update needed
• Send automation only to Assigned To
• Stop sending after completion
• Don’t send if updated in last two days
Demo #2: Audit ChecklistRecurring, Conditional, Send to Contact List
Requirements:
• Send an update request to assigned contact weekly
• Don’t send if row is complete or has been updated in the last two days
Demo #3: Request ManagementSingle & Multi-Approval Workflows, Move Row
Process Requirements:
• Form submitted for paid training
• Two approvals required:
• Manager approval
• Finance approval
• Approved rows move to Department sheet
• Marketing, Product Management, Etc.
Demo #3: Request ManagementSingle & Multi-Approval Workflows, Move Row
Process Requirements:
• When new row is added, request approval from submitter’s manager
• When manager approves, request approval from Finance
• When Finance approved, move Marketing rows to Marketing sheet, etc.
Revisit Brainstorm & Next Steps• Review your brainstorm & note solutions
• Share your thoughts! • Visit the Automated Workflows booth• Visit the Design and Idea labs
• Suggested Sessions:• Preview the Smartsheet Product Roadmap Thursday at 11AM• A Complete Solution: Intake to Archive
Wednesday at 830AMCreate a complete workflows: Forms, automation, reports, and dashboards