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Advantage Platform Administration

Workflow Management

Lifecycle Workflow

A Lifecycle Workflow helps track the progress of a business record—such as a Quote or Agreement—as it moves through a series of defined stages. These stages are visually represented in the user interface, showing whether each stage is completed, in progress, or yet to begin. This gives users a quick view of where the record stands in its process.

The workflow offers a structured and automated way to monitor the current status and history of any business process.

Key Features:

  • A lifecycle workflow can be automatically applied to a record based on specific conditions (e.g., RecordType = 'MSA').

  • Multiple workflows can exist for the same type of record, each with its own entry rules and stages.

  • Each stage includes:

    • A name and display label.

    • Entry conditions that determine when the stage becomes active.

  • The workflow updates in real time as per field updates, such as contract status change to In Request, In Signature.

Example

A Quote may progress through the following stages:

  1. Draft – when the status is In Progress

  2. Approval – when the status is Pending Approval

  3. Review – when the status is Generated

  4. Signature – when the status is Pending

  5. Acceptance – when the status is Accepted

As the record's status changes, the system automatically identifies and updates the current stage in the workflow. This helps teams understand the record's position in the process at any given time.

Default Lifecycle Workflows

The DefaultOOBContractLifecycleDefinition is out-of-the-box lifecycle workflow that are unpublished by default. This workflow is configured with appropriate triggers and entry criteria. This configuration determines when the workflow is initiated and which record it applies to.

To publish the workflow, click the App Launcher () icon from the top-left corner > Admin Console > Workflow > Lifecycle Workflow.

For more details on how it appears in the contract, see the Visibility into the Contract Lifecycle Stage topic in the CLM for Users guide.
Note: These out-of-the-box workflows cannot be edited or deleted.

Configuring a Lifecycle Workflow

You have the necessary permissions to create and configure workflows.
This section explains how to create and configure a Lifecycle Workflow for the Agreement object. This is commonly used in Contract Lifecycle Management (CLM) to manage contract requests.
  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 Lifecycle Workflow option.
    2. Under Trigger, select Manual Trigger option. The workflow is automatically executed through an API call whenever there is an action, such as creating a new record or updating an existing one, based on the configured trigger.
    3. In the Object Name, search for and select the object to associate with the workflow, such as Agreement. Once selected, context-specific options appear.
      Note: Do not create multiple Lifecycle workflows with the same entry criteria. The system cannot determine the correct stage and will not evaluate these workflows.
  6. In the Trigger Info step, define Properties and Trigger Conditions. Properties represent the values used to perform the operations of an activity.
    1. In the Details panel, enter the Display Name and Description. The Reference Name field auto-populates but can be edited.
    2. In the Properties panel, click the Add Criteria to define when the workflow should run. Specify fields, Operator, and their values:
      • 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 LifecycleTriggerActivity added.
  8. On the workflow canvas, click the Plus (+) icon. Select Lifecycle Stage from the activity list and click Configure Activity.
  9. In the Details panel, enter the Display Name, Reference Name, and Description.
  10. In the Properties Panel, click Add Stage. Enter the Stage Name, Display Name, and define the condition that triggers the stage.

    Repeat for each required stage. Use the Up and Down arrows to reorder stages. For more details about the different statuses supported by the Agreement in the CLM, see the Contract Status Categories and Statuses.

    Example Stage Configuration:

    Stage NameDisplay NameEntry Criteria
    RequestCreatedRequest Created( Agreement.Status= ("Request") or Agreement.Status= ("In Amendment") or Agreement.Status= ("In Renewal") )
    In AuthoringIn Review( Agreement.Status= ("Author Contract") or Agreement.Status= ("In Amendment") or Agreement.Status= ("Other Party Review") )
  11. After adding all stages, click Save.
  12. To edit or delete the activity, go to the activity tile and click the ellipsis () icon:
    • Click Edit to modify parameters .
    • Click Delete to remove the activity.
  13. Go to the Settings tab to manage lifecycle workflow details.
  14. Click Publish. A confirmation message appears.
  15. Click Yes, Publish.

The Lifecycle Workflow automatically starts for Agreement records that meet the trigger condition. Once a contract is created, you can visually track its progress through the Lifecycle Transition Bar displayed above the contract details. For more details about how it appears on the Contract, see the Visibility into the Contract Lifecycle Stage topic in the CLM for Users guide.

Administrator Guide
Conga
Conga Advantage Platform Administration

March 24, 2026