This section describes creating workflow definitions using activities. An activity represents a task within a workflow, and a workflow definition is a sequence of activities, such as sending an email or updating a specific record field. Workflow activities can be executed manually or automatically.

Activities can be broadly classified as blocking and non-blocking:

Non-blocking activities do not require user intervention or external input to complete. For example, the Send Email activity executes automatically using pre-configured information to send the email.

Blocking activities pause after performing an initial task and wait until all conditions are satisfied to resume the workflow. This resumption can occur either through a user action on the UI or by calling the resume API. For example, when Approval activity is initiated, it may start an approval process and then wait for the approval result to proceed. This could span days, during which the activity (and consequently, the entire workflow) remains suspended. Once the approval result is available, the activity can be resumed, and the workflow continues.

The RLP application includes the Default OOB Contract Workflow for the Conga CLM application. This out-of-the-box (OOTB) workflow definition consists of several stages. Whenever a contract is created, the Default OOB Contract Workflow is used to display the contract status in the form of a Chevron on the Contract Details page. To learn more about how it is used by the Conga CLM application and how customers can benefit from it, see Creating a Contract > Visibility into contract lifecycle stage.

Prerequisites

You have defined: 

  • The conditions required for the workflow to start.
  • What you want the system to do when these conditions are met.

To create a workflow

  1. Log in to the Conga Platform as an admin user.
  2. Click the App Launcher () icon from the top-left corner > Admin Console > click Workflows icon from the left panel. The list of workflow appears.
  3. Go to Create New. The New Workflow screen appears.

  4. Enter the following information in the Details tab of the pop-up window.

    FieldDescription
    NameEnter the technical name for the workflow.
    Display NameEnter user friendly display name for the workflow.
    Object NameSearch and select the object to associate with the workflow.
    Workflow Type

    Select the workflow type that suits your requirement:

    • Stand Alone: A self-contained workflow type that operates independently from other workflows.
    • StagedFlow: A hybrid workflow type combining elements of both staged and standalone workflows.
    DescriptionEnter relevant description for the workflow.
  5. You can define variables at the workflow level to use during workflow activities. These variables store values like text, numbers, decimals, or JSON. This makes it easy to pass information between steps, helping to manage and automate tasks. For example, a variable can store an agreement's record type, the date, or a calculation result, making the workflow more flexible and adaptable.
    To define variables, go to the Variables tab, click Add Variables, and enter or select values for the following:
    FieldDescription
    NameEnter a name for the variable.
    Data TypeSelect the type of data the variable will hold, such as text, integer, decimal, or JSON.
    ValueEnter the specific value for the variable.
  6. Click Create and then Start. The Activities window shows different activities supported in the workflow.
    For example, you can use the Send Email activity to automatically send an email to a specific user or user group when an agreement is created.

  7. Click the label to view category-specific activities and use the search box to find activities by keyword.

  8. Click on the activity you want to use into your workflow. The system supports these activities:

    ActivityTypeDescription
    Send EmailNon-blocking

    Sends an email to specified recipients.

    ApprovalBlocking

    Invokes an approval request when specific entry criteria are fulfilled. The workflow pauses until the approval engine responds to the request. Once the approval engine responds, the workflow automatically resumes execution.

    AssignmentNon-blocking

    Updates the record (variable or collection variable) stored within the workflow context in order to minimize frequent updates to the database.

    Resume WorkflowBlockingTemporarily pauses the workflow until a specific action is completed. It will remain paused until there is a change in data, after which the workflow will resume.
    Start WorkflowNon-blockingAllows configuring a trigger at the beginning of your workflow to initiate execution in response to specific data changes.
    End StageNon-blockingMarks the previous stage as completed in the workflow execution.
    ESignatureBlocking

    Allows integrating electronic signature (eSign) capabilities into your workflows. User inputs provided in the product's GUI—such as document, sign provider details, subject, and body—serve as the triggering inputs. After these inputs are submitted, the workflow automatically invokes the appropriate eSign API to complete the process.

    Execute Custom APINon-blockingExecutes custom code by invoking a custom API.
    Create RecordsNon-blocking

    Creates a record at runtime for a specific object. You need to select all the required fields to create a record and provide the appropriate values within the activity. When the activity is triggered, a record with the specified field values will be created for the object.

    The system supports lookup, currency, and multiple picklist as complex data types for fields.

    Update RecordsNon-blocking

    Updates the record with the specified fields and values for selected Object Name and Record ID associated with the running workflow. This activity has two outcomes: Done and Fault.

    • Done: Indicates the update was successful.
    • Fault: Indicates the update failed.

    The Fault outcome allows you to decide what actions to take if the update fails. It is triggered only if the database update operation fails. Under the Fault outcome, you can add activities such as sending an email or connect it to another activity, like iterating through a loop outcome.

    Get RecordsNon-blockingAllows querying a record of any object from the database, store it in a variable, and subsequently utilize it in later workflow activities for further processing. For example, using a For Loop.
    If ElseNon-blocking

    Evaluates the query condition and follows the corresponding branch in the workflow based on whether the condition is True or False.

    Internal WebhookNon-blockingInvokes internal APIs.
    LoopNon-blocking

    Uses a for-loop to paginate through records retrieved by the Get Records activity and process them iteratively.

    Schedule WorkflowNon-blocking

    Starts the workflow at regular intervals based on a specified cron expression.

    Send Email by TemplateNon-blocking

    Sends an email to selected recipients using a pre-defined email template.

    Chain StageBlocking and Non-blocking

    Runs another workflow as a sub-workflow.

    ForkNon-blocking

    Creates multiple independent sub-workflows that run sequentially in a specified order within a single workflow.

    ORNon-blocking

    Combines multiple workflow executions into a single transition. This allows the next step in a workflow to execute as soon as any activity from the multiple paths is completed. Without the OR activity, if multiple workflow paths converge simultaneously, subsequent activities may be executed more than once.

    DecisionNon-blocking

    Allows creating different workflow paths and selecting the path based on conditions evaluated at runtime.

    Go to StageNon-blocking

    Allows jumping to or restarting any stage based on specified conditions. It can be used within a staged workflow, where multiple stages are configured to run in sequence.

    Define variables using a key-value pair format and access them in workflows by referring to their names.
  9. Click Configure Activity. An activity-specific window to configure workflow parameters appears.
  10. Enter the necessary information and click Save.
  11. 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.
  12. Click the Plus () icon to add another activity to the flow.
  13. Go to the Settings tab to manage workflow or variable details. This tab contains two sections:
    • Details: Allows updating the Display Name and Description Information.
    • Variables: Allows adding a new variable or update an existing one.
  14. Click Publish. A confirmation message appears.
  15. 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.