Workflow Automation Software to Streamline Every Process

Smartsheet is the Intelligent Work Management platform that lets you automate workflows, centralize work, and connect data across teams and systems with no coding required.

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Why use Smartsheet for workflow automation?

Smartsheet brings automation, collaboration, and data together in one platform so teams can coordinate work with clarity and consistency. Use Smartsheet to automate everything from simple approval workflows to complex cross-team processes. This keeps tasks on track, records accurate, and work moving forward automatically.

Automate work across systems, not just in one tool.
Smartsheet connects with Salesforce, Jira, ServiceNow, Slack, Google Workspace, and Microsoft 365 so data stays in sync across your entire tech stack. This eliminates manual copy-and-paste work, reduces errors, triggers actions based on real-time changes, and ensures every stakeholder sees the most current information.

Automate repetitive work

Free your team from manual tasks

Replace time-consuming manual updates with automated triggers and notifications.
Route approvals and requests instantly to the right people.
Eliminate delays by keeping projects and data in sync across your organization.

Enable AI-driven efficiency

Work smarter with AI-powered insights and automation

Use AI within Smartsheet to predict workflow bottlenecks and suggest optimizations.
Automatically surface insights and recommend next steps based on project data.
Free up teams to focus on high-value work while routine actions happen automatically.

Smartsheet screenshot new workflow setup workflow automation

Scale business processes

Automate workflows across your entire organization

Standardize workflows across teams and departments for consistency.
Automate recurring tasks such as onboarding, budget tracking, or campaign approvals.
Monitor workflow performance with dashboards and reporting tools that update in real time.

Want to automate recurring and manual tasks?

Smartsheet replaces manual busywork with intelligent, connected processes, giving teams the freedom to focus on important work that drives results.

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Key features for workflow automation in Smartsheet

Conditional logic

Design workflows that adapt intelligently to changing data and outcomes. Use conditional logic to create “if-this-then-that” rules that automatically trigger the next step, route approvals, or update records based on real-time status changes.

Approval requests

Automate approval workflows to keep projects moving. Smartsheet routes approval requests to the right people instantly, sends reminders for pending actions, and tracks progress so decisions happen faster and with greater transparency.

Dashboards and reports

Gain instant visibility into workflow performance and process efficiency. Use customizable dashboards and real-time reports to identify bottlenecks, monitor automation results, and share progress with stakeholders across the business.

AI suggestions

Work smarter with built-in AI that learns from your processes. Smartsheet automatically detects repetitive patterns, recommends new automations, and helps you optimize workflow for speed, accuracy, and impact.

Update records

Keep your data accurate and up to date without manual follow-ups. Smartsheet automatically prompts team members to update records when key information changes, ensuring that everyone is always working with current data.

Cross-system integrations & data sync

Connect Smartsheet with other systems to automate work across your entire tech stack. Sync updates in real time, trigger downstream workflows automatically, and eliminate manual data transfer.

How to build a Smartsheet workflow

1. Trigger your workflow when something happens.
Begin by defining the signal that starts the automation, such as a row being added, a date arriving, or a field changing in your sheet.

2. Add conditions to tailor the path.
Filter which records enter the workflow and even branch the logic based on status, values, or other factors, so your automation only runs when the right criteria are met.

3. Specify the action(s) that follow.
Once triggered (and conditioned), the workflow runs one or multiple actions, such as sending alerts, requesting approvals or updates, assigning tasks, or changing cell values.

Real results with workflow automation

PUMA powers faster product lifecycle management with Smartsheet automation

PUMA, one of the world’s leading sports brands, uses Smartsheet to automate complex product lifecycle workflows and reduce manual work across global teams. By integrating Smartsheet with its PLM system, PUMA replaced time-consuming data entry and disconnected sheets with a centralized, automated process that keeps information accurate and accessible in real time. With improved visibility, streamlined approvals, and faster data flow, PUMA empowers teams to collaborate seamlessly, make quicker decisions, and bring products to market more efficiently.

"We have automated complex workflows and eliminated repetitive tasks like manually entering and transferring data, allowing our teams to shift their focus from routine administration to higher value-add activities."

Alexander Chorbadzhiyski

Team Head of Product Development and Sourcing Solutions at PUMA

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Read the customer story

Workflow automation software for every team

Marketing teams

Automate campaign approvals, content reviews, and launch notifications to keep deliverables on schedule.

Finance teams

Build workflows for budget reviews, invoice approvals, and spend tracking that update automatically.

Operations teams

Standardize recurring business processes like procurement requests or compliance reviews to improve accuracy and speed.

HR and People Operations teams

Automate onboarding checklists, performance reviews, and training schedules for a smoother employee experience.

IT and PMO teams

Streamline project intake, system access requests, and change approvals, all with built-in governance and visibility.

Event and Field teams

Trigger reminders, update task lists, and share status updates in real time to keep every moving piece coordinated.

Automate processes with pre-built workflow templates

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.

Here's how to use a workflow template:

In the upper-left corner of your sheet, select Automation > Create from template
Select an action from one of the categories: notifications and reminders, sheet changes, update and approval requests, document generation.
Adjust triggers, conditions, and actions at any time to reflect new workflows. You can duplicate, edit, or expand templates to support additional teams, stakeholders, or business rules as your process grows.

smartsheet workflow automation template automated alert icon

Notifications and reminders

✓ Notify stakeholders about changes to critical information or at-risk statuses

✓ Keep teammates in the loop when assigning them tasks or changing dates

✓ Remind users to update a sheet at a certain time, such as before a check-in meeting or 2 weeks before a deadline

✓ Post in an internal Slack channel when a status changes, a comment is added, or an attachment is updated

smartsheet workflow automation template record date icon

Sheet changes

✓ Automatically update status as a project progresses

✓ Modify checkbox fields when a change is made or a date is reached

✓ Automatically assign a teammate to a task based on criteria, like type of work or department

✓ Record the date when a document enters review so you can track whether service level agreements (SLAs) are being met

smartsheet workflow automation template request update icon

Update and approval requests

✓ Collect weekly status reports and keep projects up-to-date on a weekly basis

✓ Email a project owner when comments are added to completed projects, project health changes to at-risk, or a deadline has been reached and the status is not yet complete

smartsheet workflow automation template generate document icon

Document generation

✓ Automatically generate a PDF job offer for e-sign via DocuSign when a candidate passes an interview

✓ Automatically send a purchase order when a VP approves the expense

Smartsheet vs. Excel

Which platform is built for workflow automation?

Features	Smartsheet	Microsoft Excel
Task routing	Automatic, based on conditions and triggers	Requires manual emails and hand-offs
Approvals	Instant notifications and tracking	No automated approvals
Record updates	Synced automatically across sheets	Prone to errors and duplication
Real-time visibility	Data flow into dashboards and automated reporting	Static documents
AI optimization	Built-in recommendations and insights	No predictive intelligence
Scalability	Templates and repeatable workflows	Manual setup needed for each instance

Integrations

Most workflow tools only automate tasks within their own environment. Smartsheet goes further by connecting work across your systems, teams, and business processes. With integrations and APIs, Smartsheet becomes the orchestration layer that unites your tech stack and removes execution silos.

Smartsheet connects with the tools your organization uses every day. Integrate with systems like Salesforce, Jira, and ServiceNow to automate data syncs and trigger actions between platforms. Use DocuSign to streamline approval and signature workflows. Centralize file sharing with Box or Google Drive, and keep communication aligned through Slack or Microsoft Teams.

With Smartsheet as the hub, workflows run consistently across tools, updates stay accurate in real time, and teams work from a shared source of truth.

If you want to replace manual busywork with intelligent work management that connects processes, Smartsheet can trigger actions, update records, or share status updates instantly across platforms your team already uses. Whether you’re managing approvals in Slack or syncing data from Salesforce, Smartsheet ensures your workflows stay connected and in motion.

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Workflow Automation Software FAQs

Examples of workflow automation are automating approval workflows for expense reports and sending update requests when project statuses change. You can also route purchase orders to the correct department or trigger notifications when deadlines approach. Smartsheet allows you to build these automations visually, without needing code.

Look for workflow automation features that let you create, customize, and visualize workflows. You’ll also want the tool to integrate or connect with apps you use and sync data between systems. It should offer role-based access and permissions, enterprise-grade security, and scalability. Consider software that supports conditional logic, AI-powered triggers, and collaboration.

The best workflow automation tool is one that’s flexible, scalable, and integrates with the systems you use. Smartsheet stands out because it combines automation, AI, collaboration, and reporting in one platform, all built on a familiar spreadsheet-style interface.

Yes, some software platforms have tools that let you build workflows without knowing how to code. Tools that offer visual workflow designers and drag-and-drop tiles typically don’t require coding. Look for AI integrated features that help set up automations and pre-built integrations and connectors.

Start small by automating frequent, low-value tasks when building workflows in Smartsheet. Use conditional logic to ensure automations adapt to real-time changes. Combine dashboards and AI insights to identify bottlenecks and continuously refine your workflows for speed and accuracy.

Automate workflows across teams and systems so work moves forward automatically.