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

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.
   

   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.

5. Click Create and then Start. The Activities window shows activities for the selected workflow type. For standalone workflows, only activities specific to that type are shown, and the same applies to staged workflows.
   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.

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

7. Click on the activity you want to use into your workflow. The table below gives an overview of each activity the system supports. For more details, see the Activities.
   

   Activity	Type	Description
   Send Email	Non-blocking	Sends an email to specified recipients.
   Approval	Blocking	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.
   Assignment	Non-blocking	Updates the record (variable or collection variable) stored within the workflow context in order to minimize frequent updates to the database.
   Resume Workflow	Blocking	Temporarily 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 Workflow	Non-blocking	Allows configuring a trigger at the beginning of your workflow to initiate execution in response to specific data changes.
   End Stage	Non-blocking	Marks the previous stage as completed in the workflow execution.
   ESignature	Blocking	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.
   Document Generation	Blocking (Manual) Non-blocking (Automated)	Allows generating documents either manually or automatically based on specified criteria. Manual: The activity remains suspended and resumes the workflow once you create a document. Automated: The document is automatically generated based on the parameters set in the activity. For automated document generation, you can choose to add a watermark, select the document output format, and set the protection level. The system will automatically select the most relevant template based on the record. For example, you can use this activity to generate customized contract documents dynamically, based on specific conditions and requirements. This activity applies specifically to workflows involving Contract objects.
   Execute Custom API	Non-blocking	Executes custom code by invoking a custom API.
   Create Records	Non-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 Records	Non-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 Records	Non-blocking	Allows 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 Else	Non-blocking	Evaluates the query condition and follows the corresponding branch in the workflow based on whether the condition is True or False.
   Internal Webhook	Non-blocking	Invokes internal APIs.
   Loop	Non-blocking	Uses a for-loop to paginate through records retrieved by the Get Records activity and process them iteratively.
   Schedule Workflow	Non-blocking	Starts the workflow at regular intervals based on the specified frequency: daily, weekly, or hourly, with a defined start date and time.
   Send Email by Template	Non-blocking	Sends an email to selected recipients using a pre-defined email template.
   Chain Stage	Blocking and Non-blocking	Runs another workflow as a sub-workflow.
   Fork	Non-blocking	Creates multiple independent sub-workflows that run sequentially in a specified order within a single workflow.
   OR	Non-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.
   Decision	Non-blocking	Allows creating different workflow paths and selecting the path based on conditions evaluated at runtime.
   Go to Stage	Non-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.
   
8. Click Configure Activity. An activity-specific window to configure workflow parameters appears.
9. Enter the necessary information and click Save.
10. 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.
11. Click the Plus () icon to add another activity to the flow.
12. Go to the Settings tab to manage workflow details, variable or formulas. The variables and formulas you create here can be used within the applicable activities. This tab contains three sections:
    • Details: Allows updating the Display Name and Description Information.
    • Variables: Allows adding a new variable or update an existing one. To learn more about adding variables, see Defining Variables.
    • Formulas: Allows adding a new formula expression or updating an existing one. To learn more about adding formulas, see Defining formulas within a workflow.
13. Click Publish. A confirmation message appears.
14. 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.