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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.
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
- Log in to the Conga Platform as an admin user.
- Click the App Launcher (
) icon from the top-left corner > Admin Console > click Workflows icon from the left panel. The list of workflow appears.
- Go to Create New. The New Workflow screen appears. Enter the following information in the Details tab of the pop-up window.
Enter the following information in the Details tab of the pop-up window.
Field Description Name Enter the technical name for the workflow. Display Name Enter user friendly display name for the workflow. Object Name Search 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.
Description Enter relevant description for the workflow. - 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:Field Description Name Enter a name for the variable. Data Type Select the type of data the variable will hold, such as text, integer, decimal, or JSON. Value Enter the specific value for the variable. - Click Create and then Start. The Activities window shows different activities supported in the workflow.
Click the label to view category-specific activities and use the search box to find activities by keyword.
Click on the activity you want to use into your workflow. The system supports these activities:
Define variables using a Key-Value pair format and access them in workflows by referring to their names.Activity Type Description 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.
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. 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 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. Decision Non-blocking To create different paths for workflow and choose which path to take based on the conditions that are evaluated at runtime. Go to Stage Non-blocking To 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. - Click Configure Activity. An activity-specific window to configure workflow parameters appears.
- Enter the necessary information and click Save.
- 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.
- Click the Plus (
) icon to add another activity to the flow.
- Go to the Settings tab to view or update the workflow and variable details.
- Click Publish. A confirmation message appears.
- 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.