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Advantage Platform Administration

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Advantage Platform Administration

Workflow Management

Before Save Workflow

A Before Save Workflow lets you run business logic before a record is saved to the database. Instead of waiting until after a record is committed, this feature ensures only correct and complete data is stored.

With a Before Save Workflow, you can:

  • Validate data
  • Set default values
  • Automatically update field values
  • Apply business rules or calculations
  • Prevent saving invalid data by showing custom error messages

It reduces the need for custom code and provides admins with an easy way to enforce validations or apply updates in a single flow. The workflow also supports bulk operations, efficiently processing 500–1,000 records during large-scale updates.

Supported Activities

When configuring a Before Save Workflow, you can use the following activities:

  • Update Record – Modify field values before saving
  • Decision – Define conditions and direct the workflow to the appropriate path
  • Custom Error – Block saving and display error messages
Limitations and Restrictions
  • Maximum of two published workflows per object; you can create more, but only two can be active at a time.
  • Workflows run in the order they were published (the first published runs first).
  • Error display depends on the application (example: CLM, CPQ).; errors may appear as pop-ups or inline messages based on configuration
  • In bulk imports (CSV/API), errors are logged per record index instead of showing inline in real time.
  • Cross-object formulas are not supported, and only string-type resources are allowed in Custom Error activities.

Configuring a Before Save Workflow

  1. Log in to the Conga Advantage Platform.
  2. Click the App Launcher () icon from the top-left corner > Admin Console > Workflow.
  3. Click Create New. The wizard driven New Workflow window appears outlining the steps involved in the workflow creation process.
  4. In the Details step, enter the Name, Display Name,and Description, then click Next.
    Note: The name must begin and end with a letter, contain only alphanumeric characters and underscores, and cannot have consecutive underscores.
  5. Enter the following information in the Workflow Type step and click Next.
    1. Select Before Save Workflow option.
    2. In the Object Name, search for and select the object to associate with the workflow, such as Proposal.
  6. In the Trigger Info step, define Properties and Trigger Conditions. Properties represent the values used to perform the operations of an activity.
    1. Enter the Display Name and Description. The Reference Name field auto-populates but can be edited.
    2. Select the Action Type. It controls when in the record's lifecycle the workflow should run. It tells the system whether the workflow applies before a record is created, updated, or deleted.
    3. Click the Add Criteria to define the rules or filters that decide whether the workflow should run. It checks the record's field values against the conditions you set and only runs if those conditions are met.
      • Field: Select the field you want to set as the condition criterion. It lists fields associated with the object you have selected at the time of workflow creation.
      • Operator: You must select the logical operator from the list. This forms the relationship between the field and its value.
      • Value: The value field changes based on the selected operator options. Enter or select the value for the specified field.
  7. Click Create. A success message appears, and the workflow canvas opens with a default Before Save Workflow Trigger activity added.
  8. To add activities, click the Plus (+) icon. The Activities window displays activities based on the selected workflow type.
  9. Select the activity you want to use into your workflow.
  10. Click Configure Activity. An activity-specific window to configure workflow parameters appears. For detailed information about each activity, refer to Before Save and Callback Workflow Activities.
  11. Enter the necessary information and click Save.
  12. You can edit or delete the activity directly from the workflow design pane. Go to the activity tile and click the ellipsis () icon:
    • Click Edit to update the activity parameters.
    • Click Delete to remove the activity.
  13. Click the Plus () icon to add another activity to the flow.
  14. Go to the Settings tab to manage workflow details, variable or formulas. The variables and formulas you create here can be used within the applicable activities. This tab contains three sections:
    • Details: Allows updating the Display Name and Description Information.
    • Variables: Allows adding a new variable or update an existing one. To learn more about adding variables, see Defining Variables.
    • Formulas: Allows adding a new formula expression or updating an existing one. To learn more about adding formulas, see Defining formulas within a workflow.
  15. Go to the Instances tab to view all active workflow executions and manage them. For more details, see Working with Workflow Instances.
  16. Click Publish. A confirmation message appears.
  17. Click Yes, Publish. A success message appears.

Your workflow is now accessible from the workflows list. After the workflow is executed, you can view the workflow instances on the Instances tab. For more information, see Working with Workflow Instances.

Use Case: Automating Quote Validation and Approvals

Sales teams often create Quotes with varying discount levels, pricing thresholds, and contract details. Without proper controls, this can lead to errors, missed approvals, or incomplete records being saved. A Before Save Workflow ensures that every Quote meets business rules before it is saved.

In this use case, the workflow:
  1. Automatically sets Discount % based on the Quote's Grand Total, ensuring consistent pricing rules are applied.
  2. Flags approval requirements when the Net Amount exceeds a defined threshold, so high-value deals always go through the approval process.
  3. Validates mandatory fields like Expected Start Date to ensure critical information is captured.
  4. Prevents incomplete or non-compliant Quotes from being saved until errors are corrected.
Figure 1. Use Case Configuration

Workflow Breakdown

  1. Record Trigger (Quote Create)

    The workflow starts whenever a Quote is created, ensuring all rules run before the record is saved.

  2. Decision: Approval Required for Net Amount > 75,000

    If the Net Amount is greater than 75,000, the workflow marks the Quote as requiring approval. Otherwise, it moves to discount calculation.

  3. Update Record: Set Approval Status to Approval Required

    When the Net Amount exceeds 75,000, the field Approval Status is updated to Approval Required.

  4. Decision: Discount Based on Grand Total

    The workflow evaluates the Quote's Grand Total and selects a discount tier:

    • 10% discount
    • 15% discount
    • 5% discount (default)

  5. Update Record: Apply Discount %

    The workflow applies the selected discount automatically, ensuring consistent pricing rules without manual entry.

  6. Decision: Check Expected Start Date

    The workflow verifies that the Expected Start Date field is filled in.
    • If present – the workflow ends successfully.
    • If missing – the workflow triggers error.

  7. Custom Error: Expected Start Date Missing

    If the Expected Start Date is missing, the workflow displays an error and prevents the Quote from being saved.

Administrator Guide
Conga
Conga Advantage Platform Administration

March 24, 2026