1. Log in to the Conga Advantage 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 wizard driven New Workflow pop-up window appears outlining the steps involved in the workflow creation process.
   1. Details: Enter the following information in the Details wizard and click Next.

      Field	Description
      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 Name	Enter user friendly display name for the workflow.
      Description	Enter relevant description for the workflow.

   2. 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).

      Field	Description
      Workflow Type	Select one of the workflow types listed below. The system automatically populates the remaining options based on the selected workflow type. Stage: A reusable, modular component that operates within a larger staged workflow and handles specific tasks. Standalone Workflow: A workflow that autonomously triggers actions, progress through predefined steps, and ensure seamless task completion based on set conditions. Staged Workflow: A workflow that breaks down complex tasks into manageable phases, allowing users to control and navigate each stage easily. Screen Flow: A multi-step interactive workflow that collects user data through configured forms, pauses at each screen activity during runtime, and applies the input to subsequent activities. For more details, see Creating Screen Flows.
      Trigger	Select the Trigger: Record Trigger: Automatically activates when a record is created, updated, or deleted, triggering predefined actions or workflows based on the data change. 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 Trigger: Lets users manually start a workflow by clicking a button or initiating an action in the interface. Users can also trigger it via REST API. Schedule Trigger: Starts workflows at specified times or intervals, automating tasks according to a set schedule. 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.

   3. 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.
      Note:

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

      • For Data Change Trigger

        Field	Description
        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
        Name	Enter the technical name of the activity.
        Display Name	This field auto-populates but can be changed if needed.
        Description	Provide a description that is relevant to the activity.

      • For Scheduled Trigger

        Field	Description
        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
        Name	Enter the technical name of the activity.
        Display Name	This field auto-populates but can be changed if needed.
        Description	Provide a description that is relevant to the activity.

   4. 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.

   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.
   Wait for conditions	Blocking	Temporarily suspends the workflow execution until the configured conditions are met. Once conditions are met, the workflow resumes and continues execution.
   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. Note: This activity applies specifically to workflows involving Contract objects.
   Execute Custom API	Non-blocking	Executes custom code by invoking a custom API.
   HTTP Callout	Non-blocking	Enables you to set up external API invocations to connect Conga Advantage Platform with external systems. It facilitates secure data exchange by dynamically passing workflow data to the external API and allowing you to handle conditional logic based on the API responses in subsequent activities. This activity streamlines the integration between Conga Advantage Platform and external systems, making data exchange more efficient and automated.
   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. Note: 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.
   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.

6. Click Configure Activity. An activity-specific window to configure workflow parameters appears. For detailed information about each activity, refer to Activities.
7. Enter the necessary information and click Save.
8. 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.
9. Click the Plus () icon to add another activity to the flow.
10. 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.
11. Go to the Instances tab to view all active workflow executions and manage them. For more details, see Working with Workflow Instances.
12. Click Publish. A confirmation message appears.
13. Click Yes, Publish. A success message appears.

The Formula feature enables you to create expressions that calculates the value of a field within a workflow. These formulas can be applied across various activities wherever needed. This section describes creating formulas within a workflow definition.

1. Open the workflow definition for which you want to create a formula.
2. Click Settings tab and select Formulas menu from the left panel.
3. Click New Formula to open the formula builder. Here, you can create expressions to calculate field values. All fields from the context object are available to use.
4. Enter the Name and Description for the formula.
5. Select the Data Type from the dropdown to define the output data type of the calculated expression at runtime. Supported data types include String, Integer, Decimal, Boolean, JSON, DateTime, Double and Date. Click Submit. To learn more about these data types, refer to the Custom Field Types topic.
6. Formulas can include Context Record fields, functions, or variables. Search for Context Record field, click the arrow next to a field name to view and select related child fields. The chosen field or subfield will then appear in the right panel.
   Note:

   The Field selection tab is visible only when an object is selected during workflow creation. For context record fields, only Id and Name child fields for Lookups are supported; related Lookup child fields are not supported.

7. Click Insert to add the selected field to the formula.
8. To include a function in your expression, click the Functions tab, select a function, and click Insert. You can similarly search for and add variables if you have defined any for this workflow.
9. To add operators, click the operator buttons located in the center of the window.
10. Continue building your formula. To remove the entire expression, click Clear, or press the Backspace key to manually remove specific parts.
11. Click Validate to check the formula. The system will confirm if it is valid or display an error message if it is not.
12. Click Submit button to add the formula.

You can define variables at the workflow level to be consumed in 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; In a contract management workflow, you can create a variable called "ClientName" to store the name of the client. This variable can be used in various activities of the workflow.

1. Open existing workflow definition from the listing page.
2. Click Settings tab and select Variables menu from the left panel.
3. Click New Variable. The Add Variable window appears.
4. Enter or select values for the following fields:

   Field	Description
   Name	Enter a name for the variable.
   Data Type	Select the type of data the variable will hold, such as String, Integer, Decimal, Boolean, JSON, Double, DateTime, or Date. To learn more about these data types, refer to the Custom Field Types topic.
   Value	Enter or select the specific value for the variable.
   Description	Enter a relevant description for the variable.

5. Click Submit.

The variable will be listed under the Variables section and can be used in relevant activities where field properties can be set. You can edit, clone, or delete the variable from the Variables listing page.

Note:

Before deleting a variable, verify if it is being used in any activity. Removing a variable that is part of one or more activities can impact the workflow execution.