Use Case: Multi-Level Agreement Approval

Business Context

MSAs with high contract value and long duration expose organizations to increased financial, legal, and operational risk. To mitigate this risk, such agreements must be reviewed and approved by the appropriate stakeholders before execution. Conga Approvals enables you to configure rule-based, multi-level approval workflows that automatically route MSA-type agreements for review based on defined business criteria.

Overview

This use case demonstrates how to configure a rule-based, multi-level approval flow for MSA agreements using Total Contract Value (TCV) and Agreement Term (Months) as evaluation criteria. Only agreements that meet the defined entry criteria enter the approval flow. Based on agreement value and term, the system determines the required approval levels.

Scenario

A sales administrator creates an Agreement record, selects Type = MSA, and enters the Total Contract Value (TCV) and Agreement Term (Months). When the agreement is submitted for approval, Conga Approvals evaluates the record against the configured criteria:

The agreement must be of type MSA
The TCV must be greater than 5,000

If these conditions are met, the agreement enters the approval flow. Each approval level must be completed before the agreement can proceed. The agreement cannot move forward until all required approvals are completed.

Multi-Level Approval Logic


Step Name	TCV Range	Term Months	Finance Manager	Legal Queue	VP of Sales
No Approval	≤ 5,000	Any	No	No	No
Finance Approval	> 5,000 and ≤ 10,000	Any	Yes	No	No
Finance + Legal Approval	> 10,000 and ≤ 50,000	Any	Yes	Yes	No
Legal + Executive Approval	> 50,000	> 12	No	Yes	Yes

Prerequisites

The Agreement business object is available for approval configuration.
The following fields exist on the Agreement object:
- Total Contract Value (TCV)
- Agreement Term (Months)
- Contract Type
- Approval Status (Approval Indicator)

Create an Approval Rule: Go to Approval Rules and create a new rule for the Agreement object. For more information, see Approval Rules.
Sample configuration
- Name: High-Value MSA Agreement
- Business Object: Agreement
- Rule Type: Condition
- Sequence: 1
- Approval Policy: Majority
- Continue Policy Approval on a Reject: Enabled
- Rule Criteria: Leave blank
Save the rule.

Configure Rule Entries: Within the Approval Rule, go to Rule Entries and define the approval conditions and approvers. For more information, see Modifying Rule Entries.

Rule entry sample configuration


Label	Approver Type	Approver	Depends On	Send Email	Conditions
Finance Manager's Approval	User	Finance Manager	-	Enabled	> 5,000 and ≤ 10,000
Legal Queue's Approval	Queue	Legal Queue	Finance Manager's Approval	Enabled	> 10,000 and ≤ 50,000
Executive's Approval	User	VP of Sales	Legal Queue's Approval	Enabled	TCV > 50,000 and Term Months > 12

Create a Rule-Based Approval Flow: Go to Approval Flows and create a new Rule-Based Approval Flow for the Contract (Agreement) object. For more information, see Creating a Rule-Based Approval Flow.
Sample Configuration
- Process Name: Multi-Level Agreement Approval
- Object Type: Contract
- Is Adhoc: Disabled
Save the approval flow.
Define Entry Criteria: Within the Approval Flow record, go to Settings > Entry Criteria and define the following conditions:
- Total Contract Value > 5,000
- Contract Type = MSA
For more information, see Approval Flow Entry Criteria.
Configure consolidation and notifications settings: Within the Approval Flow record, go to Settings > Other Settings and configure consolidation and approval behavior. For more information, see Other Settings.
Enable the following settings:
- Consolidate Approvals
- Consolidate Notifications
- Continue Pending Approvals on Reject
Configure Update Actions: Within the Approval Flow record, go to Settings > Update Actions and define actions for submission, approval, and rejection. For more information, see Update Actions.
Configuration:
Action Field Name Value
Initial Submission Approval Indicator Pending Approval
Final Approval Approval Indicator Approved
Final Rejection Approval Indicator Rejected
Configure Approval Steps: Within the Approval Flow record, go to the Setup tab and add an approval step using the configured approval rule. For more information, see steps in a Rule-Based Approval Flow.
Step Configuration
- Step Name: TCV & Term Month
- Step Type: Sub Process
- Approver Rule: High-Value MSA Agreement
Save the step.
Validation:
Scenario 1: No approval required
- Total Contract Value: 4,900
- Agreement Term: 11 months
- Result: When the agreement is submitted, the system indicates that no approvals are required.
Scenario 2: Finance approval required
- Total Contract Value: 5,500
- Agreement Term: 13 months
- Result: When the agreement is submitted, the approval request is routed to the Finance Manager.
Scenario 3: Multi-level approval required
- Total Contract Value: 51,000
- Agreement Term: 18 months
- Result: When the agreement is submitted, approval requests are routed sequentially to the Legal Queue and VP of Sales.

Action	Field Name	Value
Initial Submission	Approval Indicator	Pending Approval
Final Approval	Approval Indicator	Approved
Final Rejection	Approval Indicator	Rejected

Only MSA agreements with Total Contract Value greater than 5,000 are submitted for approval.
Agreements are routed automatically based on contract value and term month.
Finance, Legal, and Executive approvals are enforced for high-value, long-term MSAs.
Approval requests follow a sequential approval path.
Agreements cannot proceed until all required approvals are completed.

After the approvals request is submitted using Preview & Submit, the assigned approvers can approve or reject it from the My Approvals page.

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Use Case: Multi-Level Agreement Approval

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