Creating Workflows

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. Depending on the circumstances, they can also be set up to run wholly or partially in parallel.

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.

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 > Workflow. The list of workflow definitions appears.

3. Click Create Workflow. Enter the following information in the Settings tab of the pop-up window.
   

   Field	Description
   Workflow Type	Select the workflow type that suits your requirement: Stage: A workflow type where tasks or processes are organized sequentially. Standalone: A self-contained workflow type that operates independently from other workflows. StagedFlow: A hybrid workflow type combining elements of both staged and standalone workflows.
   Object Name	Search and select the object desired to associate with the workflow.
   Name	Enter the technical identifier for the workflow.
   Display Name	Enter user friendly display name for the workflow.
   Description	Enter relevant description for the workflow.

4. Click Save and then Start. A window with different activities supported in the workflow appears.

5. Search and click on the activity you want to add to your workflow. The system supports these activities:
   

   Activity	Type	Description
   Automatic Notification	Non-blocking	To send an email to designated recipients using a predefined email template when a specific workflow is executed.
   Send Email	Non-blocking	To send an email to specified recipients.
   Approval	Blocking	To invoke 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.
   Assignment	Non-blocking	To update the record (variable or collection variable) stored within the workflow context in order to minimize frequent updates to the database.
   Communication	Blocking	To send an email using the parameters passed during runtime.
   Generic	Blocking	To pause workflow execution and wait until the necessary information is received or the required tasks are completed; once it obtains what it needs, the workflow execution resumes automatically.
   Resume Workflow	Blocking	To temporarily pause 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 Workflow	Non-blocking	To configure a trigger at the beginning of your workflow to initiate execution in response to specific data changes.
   End Stage	Non-blocking	To mark the previous stage as completed in the workflow execution.
   Execute Custom API	Non-blocking	To execute custom code by invoking a custom API.
   Get Records	Non-blocking	To query 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 Else	Non-blocking	Evaluate the query condition and, based on whether it is True or False, proceed with the corresponding branch in the workflow.
   Internal Webhook	Non-blocking	To invoke internal APIs.
   Loop	Non-blocking	To define a for-loop activity to paginate through the collection of records retrieved using the Get Records activity and process them iteratively.
   Schedule Workflow	Non-blocking	To initiate the workflow at regular intervals according to a specified Cron expression.
   Send Email by Template	Non-blocking	To send an email to specified recipients using a pre-defined email template.
   Update context/related Objects(s)	Non-blocking	To update the record with the specified fields and values for selected Object Name and Record ID associated with the running workflow.
   Chain Stage	Blocking and Non-blocking	To execute another workflow as a child workflow.
   Fork	Non-blocking	To create multiple independent workflow branches (sub-workflows) that execute sequentially in a specified order within a single workflow.
   OR	Non-blocking	To combine multiple workflow executions into a single transition. This helps execute the next step in a workflow when any of the activities in multiple paths is completed. Without the OR activity, if multiple workflow paths converge simultaneously, subsequent activities may be executed more than once.
   Query Binary Branch	Non-blocking	Evaluate the query condition and, based on whether it is True or False, proceed with the corresponding branch in the workflow.
   Query Matching	Blocking	To evaluate the query condition before allowing the workflow to continue. If the condition is true, the workflow proceeds. If false, the workflow stops and enters a suspended state.

6. An activity-specific window to configure workflow parameters appears. Enter the necessary information.
7. Click Save.
8. Go to the activity tile and click the Ellipsis () icon:
   1. Click Edit to update the activity parameters.
   2. Click Delete to remove the activity.
9. Click the Plus () icon to add another activity to the flow.
10. Click the Settings () icon to update the workflow type, name, display name, and description.
    A workflow is auto-saved as a draft.
11. Click Publish. A confirmation message appears.