Workflow Instances
Workflow Instances are the actual execution of workflow definitions. A single workflow definition can have multiple workflow instances in progress at any given time. You can view and terminate any active workflow instances.
Behavior upon workflow execution
- A workflow with an object creates a new instance for each new record, while a workflow without an object creates a new instance regardless.
- For a standalone workflow, the application checks if a workflow instance already exists for a specific record and whether it is suspended. If an instance is found, the workflow resumes instead of creating a new one.
- For a staged workflow, the application always creates a new instance, as staged workflows do not have existing instances.
Business Rule Validation Support
Business Rule Validation refers to the process of checking whether a record being created or updated complies with predefined business logic configured in applications like CLM or CPQ. These business rules ensure that data meets specific conditions or constraints before it is saved. If the validation fails, the operation is marked as faulted, and the system logs the outcome for auditing.
Note: Validations are currently limited to the Agreement and Attribute objects.
- The system performs business-level validations during Create and Update operations.
- If the Product API returns an unauthorized (401) or forbidden (403) response, the system automatically falls back to the legacy create or update flow, ensuring the process continues without interruption.
Configure Workflow Instance Retention Period
The advantage platform automatically deletes workflow instances older than 90 days along with their associated data. You can configure the retention period for workflow instances and other related objects by using the Configuration API. The platform does not delete workflow instances in Faulted or Suspended states because these instances may require investigation or manual recovery.
This feature is enabled by default. To disable the automatic cleanup process, contact Conga Support.
Sample Configuration Payload: Use the following sample payload to update the retention period:
{
"Category": "periodicdatacleaner",
"Name": "periodicdatacleanerlist",
"Value":"[{\"ObjectName\":\"inappnotification\",\"ExpiresAfterDays\":90,\"IsOverrideExpiryEnabled\":true},{\"ObjectName\":\"notificationexecutionlog\",\"ExpiresAfterDays\":90,\"IsOverrideExpiryEnabled\":true},{\"ObjectName\":\"scheduledjobexecutionhistory\",\"ExpiresAfterDays\":90,\"IsOverrideExpiryEnabled\":true},{\"ObjectName\":\"workflowinstance\",\"ExpiresAfterDays\":90,\"IsOverrideExpiryEnabled\":true}]"
}| Parameter | Description |
| ObjectName | Specifies the object for which the retention period is configured. |
| ExpiresAfterDays | Specifies the number of days after which the platform deletes the object data. |
| IsOverrideExpiryEnabled | Specifies whether the custom retention period is enabled for the object. Set the value to
true to apply the configured retention period. |
Update the ExpiresAfterDays value based on your retention requirements.
Managing Workflow Instances
- Click the App Launcher (
) icon from the top-left corner > Admin Console > Workflow. The Workflows listing page appears.
- Click the More (
) icon at the beginning of the workflow record, and then click View Instances. The Instances pane shows a list of active workflow instances.
- To open the associated workflow definition pane, click the Name link. Click the Info (
) icon in the top-right corner to open the instance information popup. This popup displays general details, activity execution information (journal tab), the activity state, and variables details. Clicking an activity tile directly shows its activity state.
- To cancel or delete an instance, click the More (
) icon at the beginning of the record and select either Cancel or Delete.
- To download multiple instances, first select the records, then click the Download (
) icon, and select the format you want to download the records in.
- To open the associated workflow definition pane, click the Name link. Click the Info (