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 > Workflows. 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. Click Create and then Start. A window with different activities supported in the workflow appears.

  6. Search and click on the activity you want to use into your workflow. The system supports these activities:

    ActivityTypeDescription
    Send EmailNon-blockingTo send an email to specified recipients.
    ApprovalBlocking

    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.

    AssignmentNon-blocking

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

    Resume WorkflowBlockingTo 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 WorkflowNon-blockingTo configure a trigger at the beginning of your workflow to initiate execution in response to specific data changes.
    End StageNon-blockingTo mark the previous stage as completed in the workflow execution.
    Execute Custom APINon-blockingTo execute custom code by invoking a custom API.
    Get RecordsNon-blockingTo 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 ElseNon-blockingEvaluate the query condition and, based on whether it is True or False, proceed with the corresponding branch in the workflow.
    Internal WebhookNon-blockingTo invoke internal APIs.
    LoopNon-blockingTo define a for-loop activity to paginate through the collection of records retrieved using the Get Records activity and process them iteratively.
    Schedule WorkflowNon-blockingTo initiate the workflow at regular intervals according to a specified Cron expression.
    Send Email by TemplateNon-blockingTo 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. 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.

    Chain StageBlocking and Non-blockingTo execute another workflow as a child workflow.
    ForkNon-blockingTo create multiple independent workflow branches (sub-workflows) that execute sequentially in a specified order within a single workflow.
    ORNon-blockingTo 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.
    DecisionNon-blockingTo create different paths for workflow and choose which path to take based on the conditions that are evaluated at runtime.
    Go to StageNon-blockingTo jump to or re-run any stage based on condition set. This activity can be used inside stage workflow. Staged workflow has multiple stage workflow configured to be executed in sequence.
  7. An activity-specific window to configure workflow parameters appears. Enter the necessary information.
  8. Click Save.
  9. 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.
  10. Click the Plus () icon to add another activity to the flow.
  11. Click the Settings () icon to update the workflow type, name, display name, and description.
    A workflow is auto-saved as a draft.
  12. Click Publish. A confirmation message appears.
    Click Yes, Publish. A success message appears.

Your workflow is now accessible from the workflows list.