Adding a Workflow to a Flow Template
You need the Flow Template Admin and Workflow Admin permissions to add the workflow templates stored in Conga Contracts to a flow template. Since the two features are compatible and are often used to accomplish similar tasks, you can create a flow template that is comprised entirely of existing workflow templates, or you can add a workflow template and then supplement the flow by adding steps and stages.
Although a contract flow template is shown in the screen shots below, the steps are the same for adding a workflow to a company flow template and a project flow template.
- Click the Gear Icon in the Navigation Toolbar, and click the Contract Flow Templates, Company Flow Templates, or Project Flow Templates link in the menu.
- In the Published Flow Templates screen for contracts, companies, or projects, click New Template in the Flow Template Drafts section of the screen.
- To add a workflow to an existing flow template, locate the template, double-click it to open its Flow Design Panel screen, and proceed to Step 5.
- In the Flow Design Panel screen, enter a descriptive name for the flow in the Flow Template Name field.
- (Optional) Provide a concise description of the flow template in the Flow Template Description field.
- Click the Complete Workflow step in the Actions column to select it, and then drag-and-drop it into the grid.
- Click in the bottom connector of the START step, and drag the cursor to the top connector of the Complete Workflow step to connect the steps.
- Click the Complete Workflow step's and select Edit Properties in the menu to define the properties for the step.
- In the General tab of the Complete Workflow window:
- (Optional) In the Step Name field, change Complete > Workflow to a step name that is more understandable to users when it is displayed in the flow in the Contract Profile screen.
- (Optional) In the Description field, add text to provide users with additional information when they hover over the step name in the flow.
- (Optional) In the Notes field, add notes on the step for reference and/or to provide information for other users with the Flow Template Admin permission.
- Click the Assignee tab, and assign the step to be completed by any user, one or more specific users, or users who hold one or more functions or contract responsibilities.
- Click the Step Configuration tab, and select the workflow you want to add to the flow in the Workflow list.
- Click the Restrictions tab, and define the criteria for the restriction using the field, inclusion, and value lists:
- In the field list:
- Click to display the Contract folder, and then display the contents of the folder by clicking .
- Select Contract Type as the field to be used to restrict the Contract Profiles that can use the workflow.
- In the inclusion list, select In (equals) to define contract type as the conditional field in the value multi-select list. If the selection in the field list is a date, the options are Before, On, After, Null, Not Null, and four options that allow you to pinpoint a specific date (After: today minus (x) days, After: today plus (x) days, Before: today minus (x) days, and Before: today plus (x) days). For example, if today is January 1, 2017 and you want to search for contracts that expire prior to January 1, 2018, you would select After: today plus (x) days and enter 364 in the Parameter Value field since there are 365 days in a year. Similarly, if you wanted to search for contracts that expired last year, you would select Before: today minus (x) days and enter 365 in the Parameter Value field. To designate today's date, select After: today minus (x) days and make x =1. To designate tomorrow's date, select Before: today plus (x) days and make x = 2.
- In the value multi-select list, select Services as the contract type.
- (Optional) Select additional contract types to expand the application of the flow.
- (Optional) Click to further limit the application of the flow, or click to expand its application. To remove a restriction, click its icon.
- If the selection you make in the field list is a date or number, the value multi-select list becomes a value field you will be required to enter a date or number.
- Click Save.
- In the Flow Design Panel screen, click the End Flow step in the Actions column to select it, and then drag-and-drop it into the grid.
- Use the End Stage step if more stages need to be added to the flow.
- Click in the bottom connector of the Complete Workflow step, and drag the cursor to the top connector of the End Flow step to connect the steps.
- Publish Template to save and publish (activate) the flow template.
- Save Flow Template to add the template to the Flow Template Drafts section of the screen if you are not ready to activate it.
- In the Contract Profile screen, a button displays when the flow runs on the Profile. When a user clicks the button, the Workflow Wizard runs so that the user can select the workflow team, and assign the steps in the workflow to members of the team.
