Managing Workflow

Creating New Workflow Rules

Workflow rules give you the ability to enforce key business processes easily without needing to write any code. You can automate your organization’s standard processes by configuring workflow rules.

To create new rules, refer to the following standard Salesforce Help:

Automating the Process through Workflow Rules

In this fast-paced world time is money for your organization. You can save time by automating the processes by configuring workflow. Also, you can help make operations more efficient with standardized internal procedures and automated business processes.

To automatically perform the procedures and processes, you must do settings based on your workflow requirements.

Design workflow actions, and then configure workflow rules, and approval processes that determine the conditions under which actions are executed.

Workflow is a series of activities that automates the following types of actions:


Actions	Description
Tasks	A task is a type of workflow action by which you can determine the details of an assignment given to a specified user by a workflow rule or approval process. Create tasks and then associate them with the workflow rules or approval processes that trigger them. When a workflow rule or approval process meets the business conditions that you set up, any tasks associated with it are assigned to designated users with the Subject, Status, Priority, and Due Date of the workflow task.
Email Alerts	Email alerts are emails generated by a workflow rule or approval process and sent to intended recipients whenever specific business actions trigger the workflow rule or approval process. Email alerts contain the standard text and list of recipients for an email. It is recommended that you specify an email template for email alerts.
Field Updates	Field updates are actions associated with workflow rules or approval processes. With Field updates, you can automatically specify a field value.
Outbound Messages	Outbound messages send a secure configurable API message in XML format to a designated listener. For example, automatically initiate the reimbursement process for an approved expense report by triggering an outbound API message to an external HR system.

Creating a Workflow Task

To create a workflow task

Click Create > Workflow & Approvals > Tasks.
Click New Task.
Select a record type and click Next.

Note: You can associate task with workflow rules or approval processes for the same object type.
Perform the following steps to configure the task.
1. Select an Assignee.
2. Enter a subject for the task.
3. Enter a Unique Name.
4. Specify a due date, status, and priority.
5. Check Notify Assignee to send an email notification when the task is assigned.
6. Check Protected Component to mark the task as protected.
7. Enter any comments to add to the task.
8. Click Save.

Creating Email Alerts

To create email alerts

Click CreateWorkflow and ApprovalsEmail Alerts.
Click New Email Alert.
Perform the following steps to configure the email alert:
1. Enter a description.
2. Enter a unique Name.
3. Select the object for the email alert.
  
  Note:
  This is used when you generate merge field values for email templates with workflow rules and approval processes. Also, you can define the recipients of this email alert using contact and user lookup fields that are relevant to that object.
4. Choose an email template from the lookup.
5. If required, select the Protected Component check box to mark the alert as protected if it is part of a Managed - Released package.
6. From the Recipient Type list, select who all (type of users) should get your email alerts.
7. From the Available Recipients list, select the recipients who should receive this email alert in the Available Recipients list and click Add to include in the Selected Recipients list.
8. Enter up to five additional email addresses.
9. Use the From Email Address field to the email address of the default workflow user.
  
  Note:
  Selecting Make this address the default From email address for this object's email alerts overrides the From Email Address for all email alerts associated with that object.
10. Click Save.

Defining Field Updates

To define field updates

Click CreateWorkflow and Approvals Field Updates.
Click New Field Updates.
Perform the following steps to configure the field update and complete the workflow:
1. Enter a Name and Unique Name for this field update.
2. Type the description for the field that you must update.
3. Select the object for the associated field to update and click Next.
4. To re-evaluate the workflow rules on the selected object after the field update is done, select the Re-evaluate Workflow Rules After Field Change check box.
5. Under the Specify New Field Value section, select an appropriate options from the list of available options based on the Field to Update selection.
6. Click Save.

Validating Workflows

After creating a new workflow rule, you must validate the workflow. Once validated, you receive a confirmation email.

To validate a workflow

Navigate to the Agreements tab and click New.
Select a record type for the new agreement and click Continue.
Type a mandatory agreement name and enter a mandatory account.
From Select Category, select In Effect. Based on your selection from the Select Category, the Status picklist is auto-populated.
From Status, select Activated.
Click Save.

This saves the edited values and triggers the workflow. If your email is set for the Owner of the agreement type, you receive an email.

Out of the Box Flows in CLM

Until June '24 release, the following workflows were provided in Conga CLM out of the box:

Set Agreement Number: sets the agreement number when a new agreement is created
Search Field Update: concatenates account and agreement number when a new agreement is created and saves it to search field of the agreement object which is eventually used for search in XA UI in Document Finder screen

In June '24 release, the above workflows were converted to flows. If the workflows are still active in your org., deactivate them and activate the corresponding flows.

To deactivate Workflows:

In Salesforce Classic, go to Setup. In the Quick Find box, enter Workflow Rules. Click the Workflow Rules link under App Setup > Create > Workflow & Approvals. Click Deactivate.

In Salesforce Lighting, go to Setup. In the Quick Find box, enter Workflow Rules. Click the Workflow Rules link under Process Automation. Click Deactivate.

To activate Flows:

In Salesforce Classic, go to Setup. In the Quick Find box, enter Workflow Rules. Click the Workflow Rules link under App Setup > Create > Workflow & Approvals. Click Activate.
In Salesforce Lighting, go to Setup. In the Quick Find box, enter Workflow RulesClick the Workflow Rules link under Setup > Process Automation. Click Activate.

Conga Product Documentation

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