You can create mainly three types of workflows: Standalone, StagedFlow, and Stage. 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.
  3. Go to Create New. The wizard driven New Workflow pop-up window appears outlining the steps involved in the workflow creation process.
    • Details: Enter the following information in the Details wizard and click Next.
      FieldDescription
      Name

      Enter a name for the workflow. The name must begin and end with a letter, contain only alphanumeric characters and underscores, and cannot have consecutive underscores.

      Display NameEnter user friendly display name for the workflow.
      DescriptionEnter relevant description for the workflow.
    • Workflow Type: Enter or select the following information in the Workflow Type wizard and click Next. Based on the selected Workflow Type and Trigger, the system displays the remaining input elements and the next wizard (if needed).
      FieldDescription
      Workflow Type

      Select the workflow type.

      • Stage: A workflow that is part of a larger stagedflow.
      • Stand Alone: An independent workflow that operates on its own.
      • StagedFlow: A hybrid workflow that combines elements of both staged and standalone workflows.
      Trigger

      Select the Trigger:

      • Data Change: Use this trigger when you want the workflow to run automatically in response to changes in system data. This is ideal for scenarios where workflows need to be triggered based on data changes such as create, update, or delete. For example, When a user account record is deleted, you may want to trigger a workflow that sends an email notification to the IT and Accounts teams to take the necessary account closure actions.
      • Manual: Use this trigger when you want users to manually initiate the workflow. This is useful when the workflow execution depends on user action or external events, such as invoking the workflow through a REST API.
      • Scheduled: Use this trigger when you need the workflow to execute at specific times or intervals. This is suitable for recurring tasks, such as daily, weekly, or monthly operations, where the workflow needs to run at a defined schedule.
      Object Name Search and select the object to associate with the workflow.
    • Trigger Info: The system displays input elements in the Trigger wizard based on the selected trigger type. Enter or select the relevant Properties and Common information. Properties represent the values used to perform the operations of an activity.

      This wizard step is available only for Standalone and StagedFlow workflow types. It does not appear for stage workflows.

      FieldDescription

      Properties

      Action Type

      The event or condition that initiates a workflow.

      • Create: When a record of the selected object is created
      • Update: When a record of the selected object is updated
      • Deletion: When a record of the selected object is deleted
      Trigger Condition for Create and/or Delete

      Specify fields and their values:

      • Field: Select the field you want to set as the condition criterion. It lists fields associated with the object you have selected at the time of workflow creation.
      • Operator: You must select the logical operator from the list. This forms the relationship between the field and its value.
      • Value: The value field changes based on the selected operator options. Enter or select the value for the specified field.

      To add more conditions, click Add Criteria. To remove all conditions, click Remove All.

      Trigger Condition for Update
      Filter Expression

      By default, the application applies AND logic to all criteria. You can adjust this to create more complex logical expressions if needed. You can customize your logic using parentheses, AND, OR, and NOT.

      For example, if you enter “(1 AND 2 AND 3) OR 4”, the system will evaluate whether all three of the first conditions are true, or if the fourth condition is true.

      Criteria Expression

      Displays the criteria expression based on the selected field, operator, and value condition.

      For example, ( Agreement.Name.Contains ("GVS Motors") and Agreement.RecordType= ("MSA") ) or Agreement.Status= ("Request")

      When to run the workflow for Updated Records

      When you select the Update action type, choose one of the following options:

      • Every time a record meets a trigger condition - This option applies whenever you update a record that matches the specified Workflow Condition.
      • Only when the record is updated to meet the trigger condition - This option applies only when you update a record to match the specific workflow condition provided.
      Common
      NameEnter the technical name of the activity.
      Display NameThis field auto-populates but can be changed if needed.
      DescriptionProvide a description that is relevant to the activity.
      FieldDescription

      Properties

      Job Type

      Select the job type to execute the workflow:

      • Recurring: Triggers the workflow based on the specified frequency.
      Frequency

      Select the frequency at which you want the schedule to workflow execution, like daily, weekly, or hourly.

      Start Date

      Select a date to trigger the workflow.

      Start Time

      Select a time to trigger the workflow; the application supports the UTC time zone.

      Common
      NameEnter the technical name of the activity.
      Display NameThis field auto-populates but can be changed if needed.
      DescriptionProvide a description that is relevant to the activity.

    • Click Create. A success message appears, and a workflow is created. The system opens the workflow design pane, where you can add activities to configure your flow.
      For Standalone and StagedFlow, the first activity is an auto-created trigger activity based on the selected trigger type:

      • Start Workflow is the trigger activity for the Data Change trigger.
      • Schedule Workflow is the trigger activity for the Scheduled trigger.
  4. To add activities, click the Plus (+) icon. In a Stage workflow, there is no trigger, so no default trigger activity is created. To add activities, click Start in the Stage workflow.
    The Activities window displays activities based on the selected workflow type. For standalone workflows, it shows activities specific to that type. Similarly, for staged or stage workflows, only relevant activities are displayed. Click the label to view category-specific activities and use the search box to find activities by keyword.
  5. Click on the activity you want to use into your workflow. The table below gives an overview of each activity the system supports.
    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.

    Wait for conditionsBlockingTemporarily suspends the workflow execution until the configured conditions are met. Once conditions are met, the workflow resumes and continues execution.
    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.

    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 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.

    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.

  6. Click Configure Activity. An activity-specific window to configure workflow parameters appears. For detailed information about each activity, refer to Activities. 
    1. Enter the necessary information and click Save.
    2. 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.
    3. Click the Plus () icon to add another activity to the flow.
    4. 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.
    5. Click Publish. A confirmation message appears.
    6. 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.