# Build your own workflow Pick what starts your workflow, add the steps it runs, such as a report and an email to your client, and choose who approves them first. 7 min read. Updated Nov 2, 2026. Pro and Max only. Walkthrough video: https://bucket.sociorolla.com/help/build-workflow/e7734bbf901f9f3c.mp4 ## Before you start - [Create your brand](https://sociorolla.com/help/getting-started/create-brand) - [Connect your social accounts](https://sociorolla.com/help/getting-started/connect-accounts) - [Share your content calendar with your client](https://sociorolla.com/help/clients-and-approvals/client-sharing) ## Steps 1. In the sidebar, click **Workflows** under **Rolly**. ![Step 1: In the sidebar, click Workflows under Rolly.](https://cdn.sanity.io/images/vy53y317/production/17c6697e4244127c5c34d36ea7788415ec46c5f1-2880x1800.png?w=1600&sharp=25&q=90&auto=format) 2. Click **New workflow**. Your workflow opens with the name **New workflow** and a **Draft** label. ![Step 2: Click New workflow.](https://cdn.sanity.io/images/vy53y317/production/c22a39ceb4d7fcc2fa6ce3930f60fae289c9bb0a-2880x1800.png?w=1600&sharp=25&q=90&auto=format) 3. Under **Name**, type a name your team will know, such as "Weekly report for Tessuto". ![Step 3: Under Name, type a name your team will know, such as "Weekly report for Tessuto".](https://cdn.sanity.io/images/vy53y317/production/498f3110a2d5f1d97f2e084ac5cf5de0e791882e-2880x1800.png?w=1600&sharp=25&q=90&auto=format) 4. Click **Trigger** on the left. Under **When should it run?**, click what starts your workflow, such as **On a schedule**. ![Step 4: Click Trigger on the left.](https://cdn.sanity.io/images/vy53y317/production/4f47eb408f750e61e15aba9b385231e6d28cf2eb-2880x1800.png?w=1600&sharp=25&q=90&auto=format) 5. For a schedule, click a choice under **Quick presets**, or pick the day and time under **Repeats**, **On** and **At**. ![Step 5: For a schedule, click a choice under Quick presets, or pick the day and time under Repeats, On and At.](https://cdn.sanity.io/images/vy53y317/production/08d63357b104fde0678b86ff031e263abdf3ba61-2880x1800.png?w=1600&sharp=25&q=90&auto=format) 6. Click **Add step**, then click **Client report**. Under **Period**, pick how many days the report covers. ![Step 6: Click Add step, then click Client report.](https://cdn.sanity.io/images/vy53y317/production/a9a2e3560953cd8d4559de79c6567b22c9ea4c94-2880x1800.png?w=1600&sharp=25&q=90&auto=format) 7. Click **Add step** again, then click **Send an email**. Tick your client under **Your client**. ![Step 7: Click Add step again, then click Send an email.](https://cdn.sanity.io/images/vy53y317/production/8e32d91d4651d92151abe8395a306648b888bb38-2880x1800.png?w=1600&sharp=25&q=90&auto=format) 8. Under **Before it sends**, keep **Wait for approval**, so someone on your team checks the email before it goes out. ![Step 8: Under Before it sends, keep Wait for approval, so someone on your team checks the email before it goes out.](https://cdn.sanity.io/images/vy53y317/production/7d1cb00ed5d3a7eed15a3181e97d095229197084-2880x1800.png?w=1600&sharp=25&q=90&auto=format) 9. Type a **Subject**. In **Message**, write your email and click **Add details**, then **Report link**, to put the link to the report in it. ![Step 9: Type a Subject.](https://cdn.sanity.io/images/vy53y317/production/6a2c86c77c5d8824c4cdf6c5d447ad3fc8654385-2880x1800.png?w=1600&sharp=25&q=90&auto=format) 10. Click **Save**, then click **Turn on**. You'll see "Workflow is live". ![Step 10: Click Save, then click Turn on.](https://cdn.sanity.io/images/vy53y317/production/e188b29e9affe64d865dec4b0512203fd534d19c-2880x1800.png?w=1600&sharp=25&q=90&auto=format) ### What can start your workflow **On a schedule** runs every day, on weekdays, every week or every month at the time you pick. It uses the timezone under **Timezone**, which starts as your brand's. **A post changes status** runs when a post on this brand moves to a new status. Under **Only when a post moves to**, you can pick one status, such as **Published** or **Failed**. **A post is published** runs after one of your scheduled posts goes out. **A task is completed** runs when anyone marks a task done. **A comment comes in** runs when someone comments on any post on this brand. **Media is uploaded** runs when files are added to a post. ### The steps you can add **Client report** prepares a performance report with a link you can share. Pick the period, how long the link works under **Link valid for**, and which platforms it covers. **Ask Rolly** gives Rolly a job, such as "Look at the next 7 days and draft a post for any empty day." Type it under **What should Rolly do?** Anything Rolly drafts waits on the run for you to accept, and nothing is saved until you do. **Send an email** emails your client, a teammate or any address you type. **Your client** lists the clients you've shared your content calendar or a post with. **Notify your team** sends your team a notification in SocioRolla. Under **Where your team sees it**, pick **In SocioRolla and by email** or **In SocioRolla only**. Teammates who turned off email in their own notification settings only see it in SocioRolla. A workflow can have up to 8 steps. They run from top to bottom, and you can move a step with the arrows on it. ### Send an email or notify your team Use **Send an email** to reach your client or anyone outside your team. To tell only your team, use **Notify your team**, because it shows up in SocioRolla as well as their email. ### Put details from earlier steps in your message Click **Add details** above a subject, title or message to add things an earlier step makes, such as **Report link**, **Report summary** or **Rolly's answer**. You can also add **Brand name** and **Today's date**, which reads like "Sunday, November 1, 2026". Each one shows as a label in your message, and the real link or text goes in when the run sends it. A detail only works when the step that makes it comes first. If you move a step below the one that uses it, the label turns red and says **Missing detail**. ### Choose who approves Click **Details** on the left. Under **Who can approve steps**, keep **Any member of this brand**, or pick **Specific people** and tick who can approve. An email to your client or another address waits for approval unless you pick **Send right away** under **Before it sends**. Then it sends as soon as the run gets to it, and you'll see a red note: "Nobody checks this email before it goes to your client. You can't unsend an email." To make any other step wait, click it and turn on **Wait for approval before this step**. If nobody answers within 7 days, the run stops. ### Who sees your workflow and who hears about it In **Details**, **Who can see it** sets who on your team can open your workflow: **Everyone on this brand**, **Specific people** or **Only me**. You can always see the workflows you made. **Who gets notified** starts as **Whoever needs to act**. Approval requests go to the people who can approve, and a run that fails or needs review goes to you, the person who made the workflow. Pick **Specific people** to choose who hears about it instead. ### If you can't add a step or fill one in, it's likely one of these reasons **The Add step button is greyed out.** Your workflow already has 8 steps. Remove one with the bin icon on its card first. **"That isn't an email address. Check it for typos."** An address under **Other email addresses** has a typo or a space in it. Fix it and press Enter. **"Your client shows here once you've shared your calendar or a post with them."** You haven't shared anything with your client yet. Share your calendar with your client first, or type their email under **Other email addresses**. **"Connect a social account first."** The **Client report** step needs at least one connected social account to report on. **"Nobody else has joined this workspace yet."** You picked **Specific people** to approve, but you're the only one on your team. Invite someone, or keep **Any member of this brand**. Source: https://sociorolla.com/help/rolly-and-brand-knowledge/build-workflow