Rule-Based Approval Flow

The Rule-Based Approval Flow uses predefined business rules and entry criteria to automatically determine when to initiate an approval flow and identify the appropriate approvers. It is ideal for standard, repeatable approval scenarios that require consistency and automation.

Approval steps assign approval requests to various users and define the chain of approval for a particular approval rule. Each approval step specifies the attributes a record must have to advance to that approval step, the user who can approve requests for those records, and whether to allow backup assignees of the approver to approve the requests. Regardless of complexity, the system marks the entire process as rejected when any participant rejects an item.

This topic explains how to create a new rule-based approval flow, define conditions for the rule, set up auto re-approval, configure reminders and escalations, and delete a flow.

Creating a Rule-Based Approval Flow

Log in to the Conga Advantage Platform as an administrator.
Click the App Launcher () icon in the top-left corner, then go to Shared Apps > Approvals. If the Approval Flows window does not open by default, click Approval Flows from the left-side menu to open it.
Click the Create button.
In the New Approval dialog box, enter the process name, the object type (what sort of thing is being approved), and a brief description of the new approval flow. Keep the Is Adhoc toggle disabled to create a rule-based approval flow. To learn more about ad hoc flows, see Ad Hoc Approval Flow.
Click Create, opening the Approval Flows window to the Setup tab.
An approval process consists of at least one step, with a person or procedure deciding whether and where the next step, if any, will occur. For each step, click the step box in the Setup window or the plus button in the appropriate location in the Approval Flows Setup window.
For each step:
1. You must name the step: enter a step name in the Step Name field.
2. You may describe the step: enter a brief description in the Step Description field.
3. You must define the step type: select whether the step is a standard step, a child process, or a sub-process by selecting from the Step Type pull-down menu. When you do this, the system displays additional options based on the selected step type.
  1. Selecting the Standard step type raises the required Assignee Type and Assignee fields, and the optional Assignee Description field. You can assign to a user, user role, custom user, related user, queue, or custom queue. Selecting the Standard step type also offers toggles for: Step Auto Complete, Send Email, Notify Only, Skip Unresolved Assignee, and Step-Level Comments. See Standard-Step Options.
  2. Selecting the Child Process step type raises the required Context Object and Approver Rule fields. See Child Process Step Options.
  3. Selecting the Sub Process step type raises the required Approver Rule field. See Sub-Process-Step Options.
4. Flip the Step-Level Comments toggle to allow reviewers to add comments when interacting with this step in the approval flow. Click Configure Comments link to choose the step-level comment labels that will appear to the reviewer at runtime. When the entry criteria for this approval process are met, such as when someone submits a record for approval, reviewers can add submission comments at the step level. For more details on enabling this option and defining step-level comment labels, see the Comments section in the Approval Flow Settings.
5. You can search user names in the Carbon Copy (cc) field to nominate notification recipients.
6. You can shape the flow using the Step Dependencies field to select a dependency that must be fulfilled before a given step can occur. A step dependency is a step that must be completed before the present (dependent) step becomes active. If a flow is established without dependencies, all flow steps occur simultaneously. Using this logic, you can give two different steps a common dependency to make them occur at the same stage (parallel processes) in a flow.
7. Click Add Display Header Fields to configure Display Header Fields:
  1. Select up to three fields to display on the left pane of the My Approvals page for this step.
  2. After selecting the fields, click the Add button.
  3. Click Insert to apply the selected fields.
  Note: The Left Panel of the My Approvals page displays a maximum of three header fields. This applies to all Standard, Sub-process, and Child Process steps. If no fields are configured, the Left Panel header remains blank.
8. Click Add Display Fields to configure Dispplay Fields:
  1. Select up to six fields to display on the right pane for the approval step.
  2. After selecting the fields, click the Add button.
  3. Click Insert to apply the selected fields.
When you have completed the flow, click Save.

A rule-based approval flow is created in an inactive state and appears in the Approval Flows list.

You can configure entry criteria, email templates, comment settings, and actions for each stage. You can also streamline the process with options like consolidated notifications, post-rejection approvals, and backup administrator assignment. For more details, see the Approval Flow Settings. Once configured, activate the flow from the Approval Flows list.

Standard-Step Options

A Standard step type is used when you need approval from a single approver. This step does not support approval rules.

When you select Standard as the step type, you can choose who should receive the approval request. In the Assignee Type field, you can select from the following options:

User : A specific user
Custom User : A user defined through configuration
Related User : A user linked to the record (for example, Record Owner)
Queue : A predefined queue
Custom Queue : A queue defined through configuration

Use this step type when the approval process is simple and does not require rule-based or multi-level approvals.


Type	Description	Associated Fields
User	Assigns the approval request step directly to a user. No logic is employed to discriminate in the assignment. The user identity is fixed and, barring delegation or reassignment, unchanging.	Assignee (required): Username of the assignee responsible for the approval request Assignee Description (optional): Description of the assignee (in this case, an individual, e.g. "Vice President, Sales")
User Role	A User Role determines a user's access to objects, records, and actions they can perform. Roles are assigned to users with similar tasks and come with a set of predefined permissions. Any user with the assigned role can take ownership of an approval request and approve or reject it. The system does not use any logic to prioritize users, and it keeps the assigned user fixed unless someone delegates or reassigns it. To learn more about creating a role, see Creating Roles.	Assignee (required): This search option allows you to perform a keyword search and select a predefined user role consisting of one or more reviewers. Assignee Description (optional): Description of the assignee (in this case, a role, e.g. "Manager"). For example, If a role like "Manager" is selected, any user with the "Manager" role will automatically be included as an assignee. If additional users are assigned the same role in the future, they will automatically become part of the approval process without needing manual updates.
Custom User	A custom user is a user (or users) selected by reference to logic from a custom object. Custom objects, defined in the Conga Platform, are tables that in this instance link a set of logical tests to a named user or set of users. Each row contains one or more conditions (criteria) and an approver.	Object (required): Pull-down menu for selecting the object associated with the custom user expression. This set of object is defined from the Approval Custom Configurations. Record Criteria: When you choose an object, a set of definitions, corresponding to table columns in the custom object, becomes available. Click the Add Criteria hypertext below the Record Criteria field to access the Record Criteria popup. This enables you to enter one or more criteria consisting of Field, Operator, and Value. These can be read as if–then statements. When you are done, the resultant expression is stored in the Record Criteria field. Assignee (required): When the criteria are satisfied, the assignment is sent to the user(s) designated in the custom user defined in the designated custom object field. Assignee Description (optional): Description of the assignee (in this case, an individual, e.g. "Vice President, Sales")
Related User	A related user is a user found by reference to a user lookup reference field in the associated business object (e.g., Agreement or Opportunity). This enables you to assign a user associated with the business object (or record) as the approver. For example, you can assign an account's executive sponsor as an approver of that account's quotes. By specifying the executive sponsor via a user field on the account record associated with the quote, you can create a rule or flow where the assignee is held in the executive sponsor field on the account object.	Assignee (required): This field is populated with a related-user definition when you click Add Assignee as described in Adding a related user to a flow. Assignee Description (optional): Description of the assignee (in this case, an individual, e.g. "Vice President, Sales")
Queue	A queue is a defined group of approvers, any of whom can take ownership of the requested approval and approve or reject it. No logic is employed to discriminate in the assignment. The user identity is fixed and, barring delegation or reassignment, unchanging. To learn more about creating a user group, see Creating User Groups.	Assignee (required): This pull-down menu enables you to select a predefined queue or user group consisting of one or more reviewers. Assignee Description (optional): Description of the assignee (in this case, a queue, e.g. "Contract Review Committee") The system sends an email to all members if the IsSendEmailToMembers property on the user group is enabled. For more details, see Create a User Group API. If you disable the `IsSendEmailToMembers` property, the system sends the email only to the email address associated with the user group, unless the Approval System Properties suppress it. However, in this case, the system does not process any responses received from the email. For example, If any member of the Contract Review Committee can approve a transaction, the "CRC" queue is set as the transaction's required reviewer. All committee members receive notification. The matter is resolved when any member of the committee authorizes or rejects the transaction.
Custom Queue	A custom queue is a queue nominated by business logic from a custom object table.	Object (required): Pull-down menu for selecting the object associated with the custom queue expression. This set of object is defined from the Approval Custom Configurations. Record Criteria: When you choose an object, a set of definitions, corresponding to table columns in the custom object, becomes available. Click the Add Criteria hypertext below the Record Criteria field to access the Record Criteria popup. This enables you to enter one or more criteria consisting of Field, Operator, and Value. These can be read as if–then statements. Assignee (required): This pull-down menu enables you to select a predefined queue consisting of one or more reviewers, any of whom can review for the entire group individually. For example, if any member of the Contract Review Committee can approve a transaction, the "CRC" queue is set as the transaction's required reviewer. All committee members receive notification. The matter is resolved when any member of the committee authorizes or rejects the transaction. Assignee Description (optional): Description of the assignee (in this case, a queue, e.g. "Contract Review Committee")

Selecting the standard step type in step 5. c. also raises these options:

Step Auto Complete: Fill in values for the user when the authorization or review is presented to them.
Send Email: Notify reviewer of an approval step with a call to action.
Notify Only: Notify recipient of approval step with no call to action.
Skip Unresolved Assignee: Allow the approval flow to continue when an assignee cannot be reached.

Sub-Process-Step Options

Before configuring a Sub-Process step, ensure that the required approval rule is already created and available in the system. A Sub-Process step applies approval logic at the main object level (for example, Contract or Proposal). It is used when approvals must be assigned dynamically based on defined conditions.

In the Approver Rule field, enter the name of the rule you want to apply. After you type at least three characters, the system displays matching rule names automatically. Select the appropriate rule from the list.

Child Process-Step Options

A Child Process step is similar to a Sub-Process step but is designed for approvals related to associated objects instead of only the main object. Use this step when approvals are required for related items such as contract clauses or other linked records.

When you select Child Process as the step type, the Context Object option appears. Select the record type to which the approval applies. Available options include:

Contract: The approval applies to the main contract record.
Contract Clause: The approval applies to individual clauses.
Clause Approval: The step specifically requires clause-level approval.

You must assign one approver rule. In the Approver Rule field, enter the name of the rule you want to apply. Matching rule names appear automatically after you type at least three characters. Select the appropriate rule from the list.

The selected rule determines the approvers, conditions, and approval policy for the selected context.

Adding a Related User to a Flow

Adding related users enables you to configure flows to send items for approval to users or properties identified dynamically, rather than by pre-configuration.

Follow the steps in Creating a Rule-Based approval flow to open the Rule entries tab.
Click the Setup tab to open the Approval Flows Setup window.
Click a step entry or one of the plus-sign icons to edit a step, add to an existing step, or add a new step.
Label, sequence, and describe the rule entry step as needed.
Select Related User in the Approver Type field. This raises the Add Approver hyperlink below the Approver field.
Click the Add Approver hypertext to raise an attribute selector. This selector reflects the business object type (Opportunity, Contract, Proposal, Product Configuration, Line Item, Contract Clause, Contract Line Item) chosen in the Approval Flows window for this approval flow.
Select the parameters that result in the related-user identity you want the flow to identify. For example, to select an account owner by ID to approve a contract type, select Account, Owner, and Id:

This selection is reflected in the bottom legend: "You have selected Account.Owner.Id".
Click Insert. The system adds the string entry as a related user.

The system adds this string to requests sent to the CLM backend to identify document account owners dynamically and route them for approval without fixed definitions.
Complete the flow entry definition as described in Creating a Rule-Based approval flow.

Configuring Custom Users and Queues

Custom users and custom queues are objects defined on the Advantage Platform. They represent a user or group of users with tabular characteristics in the underlying platform logic. In the Approvals context, they provide the opportunity to present a highly granular definition of the required recipient. For example, one could configure an object that contains a detailed roster of representatives identified by ZIP code ranges, such that a regional representative can be solicited for an approval based on the sales region in which a service will be provided.

To configure a custom user or custom queue, follow the procedure in Creating a New Custom Object.

Customizing an Approval Flow

Find an approval flow from the Approval Flows window and click the More () icon.
Select Edit from the pull-down menu, raising the Setup window.
You can edit, add, or delete individual steps in a flow. The steps appear on the screen in entry order until you set dependencies.
Add steps as described in step 5 of Creating a Rule-Based Approval Flow.
When a step has been saved and is written to the Approval Flows Setup window, you can further customize it by clicking the More (kebab) menu and selecting from the pull-down menu:
- Add Condition: This applies conditional logic to a step. For example, require this step if permission if an opportunity exceeds a certain threshold; else skip to next step. For more information, see Modifying Step Conditions.
- Auto Reapproval: If the assigned reviewer has approved this step once at the present value, their reapproval is assumed and the approval continues. For example, if a sales rep has approved a 50% discount in the past, their approval of a 40% discount on reapproval can be assumed for the current reapproval cycle.For more information, see Defining Auto Reapproval Criteria.
- Reminder Setup: This sets an email reminder at a given point in the approval cycle.
- Escalation Setup: Sets an escalation path and timing. For example, if a sales manager fails to approve a deal after 5 days, escalate to the VP of Sales.
- Delete: This deletes the step only.
  Note:
  If all steps are deleted, the approval flow resets from Active to Draft status.

Modifying Step Conditions

This applies conditional logic to a step and determines which records enter that step in the approval flow. When you click Add Condition, the Add Condition dialog opens. Each condition row has its own Use LHS search filter and Use RHS search filter toggles, giving you flexibility to configure each condition independently.

Open the approval flow record, go to Setup tab > More (kebab) icon > Add Condition.
For each condition row, choose how you want to configure the LHS and RHS using the toggles:
- Use LHS search filter: Enable this toggle and select a search filter from the dropdown to pick the LHS field from a predefined filter. When disabled, select the LHS field directly from the field selector. If the selected field is a lookup field, click fx (formula) to expand it and select a specific field from the related object.
- Use RHS search filter: Enable this toggle and select a search filter from the dropdown to compare the LHS field against another field. When enabled, the RHS changes from a static value input to a field selector with an fx (formula) option. When disabled, enter a static value in the RHS field, such as a date, number, or text string.
Select a comparison operator from the Operator dropdown (for example, Equals).
Click + Add Criteria to add more condition rows.
When you define multiple conditions, use the Custom Logic field to control how they are evaluated together (for example, ( 1 AND 2 )). You can also use the OR operator or combine both.
Click Save to apply the conditions or Cancel to discard.

Defining Auto Reapproval Criteria

This defines the conditions under which a previously approved step does not require reapproval when the record changes. If the record changes in a way that meets the defined criteria, the system automatically continues the approval without requiring the approver to review it again. When you click Auto Reapproval, the Auto-Reapproval dialog opens.

Open the approval flow record, go to Setup tab > More (kebab) icon > Auto-Reapproval.
Optionally, enable the Use search filter toggle and select a search filter from the dropdown. When enabled, the field options in the condition row reflect the fields available through the selected filter. Each condition row has its own Use search filter toggle, so you can apply a filter selectively per row.
Select a field from the LHS field selector (for example, Account, Adjustment Type). If the selected field is a lookup field, click fx to expand it and select a specific field from the related object.
In the next dropdown, select whether to evaluate the Current Value or Prior Value of the selected field. This determines whether the condition evaluates what the field value is now or what it was before the record changed.
Select a comparison operator from the Operator dropdown (for example, Equals, Not Equal To).
In the RHS type dropdown, select one of the following:
- Prior Value: Compares the current value of the LHS field to its previous value. For example, trigger reapproval only when the current value of Account equals its prior value.
- Static Value: Compares the LHS field to a fixed value. Select the value from the dropdown that appears (for example, % Discount).
Click + Add Criteria to add more condition rows.
When you define multiple conditions, use the Custom Logic field to control how they are evaluated together (for example, ( 1 AND 2 )).
Click Save to apply the conditions or Cancel to discard.

Deleting an Approval Flow

Find an approval flow from the Approval Flows window and click the More (kebab) icon.
Select Delete from the pull-down menu.
Click Delete from the confirmation popup.

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