Use Case: Routing a Deal Desk Committee Approval Using Majority or Quorum Policy

Configure a committee-based approval rule using the Majority or Quorum policy so that proposals above a set threshold require approval from a defined number of Deal Desk committee members before proceeding.

Business Context

Strategic deals often require committee review rather than a single approver. Conga Approvals supports four approval policies: Unanimous, Majority, Percent, and Quorum. This use case demonstrates how to configure a Majority and Quorum policy for a Deal Desk committee, ensuring a deal can proceed when more than half the committee approves.

Overview

This use case provides an example of how to configure a committee-based approval rule using the Majority and Quorum policies. Your implementation may vary. For more about approval policies, see the Conga Approvals documentation.

Persona


Field	Details
Name	Carla Reeves
Role	CPQ Administrator, TechNova Solutions
Goal	Configure a Deal Desk committee approval so that any proposal over USD 100,000 requires review by five individual approvers under a Majority policy.

Scenario

TechNova has a five-member Deal Desk committee that reviews large proposals. The company uses a Majority policy, where three out of five members must approve. Carla sets up the approval rule with the five committee members listed as individual approvers. A second scenario demonstrates the Quorum policy, where a fixed count of three members must approve regardless of total committee size.

Prerequisites

You have administrator access to Conga Approvals.
The Conga Quote Approvals package is installed, the Quote/Proposal object is registered in all five Conga Approvals picklists, and a record for Apttus_Proposal__Proposal__c exists in Approval Custom Config. If not, complete the Prerequisites steps in Use Case: Route Approvals to Regional Managers Using Dimension-Based Rules.

Step 1: Create the Approval Rule

Log in to your Salesforce org as an administrator.
Click the App Launcher and select Conga Approvals Setup.
Click the Approval Rules tab and click New.
Select Quote/Proposal as the Business Object and click Next.
Enter the rule details using the sample data below and click Save:

Field Value
Rule Name Deal Desk Committee - Majority
Rule Type Condition
Approval Policy Majority
Rule Criteria Total Quote Amount >= 100000

Note: To configure the Quorum policy instead, create a separate rule using the sample data below. All other steps remain the same.
Field Value
Rule Name Deal Desk Committee - Quorum
Business Object Quote/Proposal
Rule Type Condition
Approval Policy Quorum
Approval Count 3
Rule Criteria Total Quote Amount >= 100000

For more information, see Approval Rules.

Field	Value
Rule Name	Deal Desk Committee - Majority
Rule Type	Condition
Approval Policy	Majority
Rule Criteria	Total Quote Amount >= 100000

Field	Value
Rule Name	Deal Desk Committee - Quorum
Business Object	Quote/Proposal
Rule Type	Condition
Approval Policy	Quorum
Approval Count	3
Rule Criteria	Total Quote Amount >= 100000

Step 2: Add a Rule Entry

From the Approval Rules tab, click Deal Desk Committee - Majority to open the rule detail page.
Scroll down and click Manage Entries.

Add one entry per committee member using the sample data below and click Save:


Label	Condition	Approver Type	Assignee	Send Email
David Park Review	Total Quote Amount >= 100000	User	David Park	Selected
Rachel Torres Review		User	Rachel Torres	Selected
Michael Chen Review		User	Michael Chen	Selected
Daniel Moore Review		User	Daniel Moore	Selected
Tom Chen Review		User	Tom Chen	Selected

For more information, see Approval Rule Assignees.

Step 3: Create the Approval Process

From the main menu, select Conga Approvals Setup and click the Approval Processes tab. For more information, see Creating an Approval Process.
In the Manage Approval Processes for dropdown, select Quote/Proposal, then click Create New Approval Process.
Select Rule Driven Process.
Enter the process name and click Next.
Specify the Entry Criteria using the sample data below and click Next:

Field Operator Value
Total Quote Amount Greater Than or Equal To 100,000
Click Next to move through each page of the wizard, change any options your scenario needs or leave them at their defaults, then click Save on the final page.

Field	Operator	Value
Total Quote Amount	Greater Than or Equal To	100,000

Step 4: Create the Approval Step

On the Approval Process detail page, click Add New in the Approval Steps section. For more information, see Creating Approval Steps.

The approval step links the approval process to the Deal Desk Committee - Majority rule. Without this step, the process has no rule to execute and no approvers to route to.
Enter the step details using the sample data below and click Next through each wizard page, then click Save:

Field Value
Step Name Committee Vote
Step Type Sub Process
Approver Rule Deal Desk Committee - Majority (or Quorum)
Send Email Selected
Step Dependencies None (runs as the only step)

Field	Value
Step Name	Committee Vote
Step Type	Sub Process
Approver Rule	Deal Desk Committee - Majority (or Quorum)
Send Email	Selected
Step Dependencies	None (runs as the only step)

Step 5: Add Submission Actions

Add Initial Submission Actions, Final Approval Actions, and Final Rejection Actions using the sample data below:


Action Type	Field Action Type	Field Name	Approval Status
Initial Submission	Field Update (Constant)	Approval Status	Pending Approval
Final Approval	Field Update (Constant)	Approval Status	Approved
Final Rejection	Field Update (Constant)	Approval Status	Rejected

For more information, see Creating Initial Submission Actions. Follow the same steps to configure the Final Approval and Final Rejection actions.

Step 6: Activate the Approval Process

On the Approval Process Definition page, click Activate to make the process live.

Note: The approval process will not trigger at runtime until it is activated. Activation is a separate step from saving.


Policy	Approvals Needed (5 members)	Best Used When
Unanimous	5 of 5	High-risk decisions requiring full consensus.
Majority	3 of 5	Standard committee decisions where the majority should prevail.
Quorum	3 (fixed)	Committee size varies or not all members are expected to respond.
Percent	Configurable %	Approval threshold needs to scale with committee membership.

The approval rule, rule entries, approval process, submission actions, and approval step are configured and active.

Proposals below USD 100,000 do not meet the entry criteria and are submitted without triggering an approval process.

Proposals of USD 100,000 or more trigger the Deal Desk Large Proposal Review process. All five committee members receive an approval request simultaneously.

Under the Majority policy, once three out of five members approve, the proposal is marked Approved and the remaining two requests are automatically marked Approved with a system-generated comment, rather than being canceled.
If any member rejects, the approval status is set to Rejected and the remaining requests are canceled, unless Continue Policy Approval on a Reject is selected, in which case the cycle continues and the outcome depends on whether the majority threshold is still reachable.

Under the Quorum policy, once three members approve (matching the Approval Count), the proposal is marked Approved. A single rejection stops the cycle by default. If Continue Policy Approval on a Reject is selected, remaining members can still respond and the proposal is approved if the quorum count is met.

Note: Approval policies cannot be used together with Consolidated Approvals. Only one can be enabled per approval process.

Each committee member can approve or reject the proposal from the My Approvals tab.

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Use Case: Routing a Deal Desk Committee Approval Using Majority or Quorum Policy

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