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CLM for Advantage Platform

Approval Workflow Configuration

Use Case: Approval Workflow for Contracts

The approval workflow for contracts enables organizations to control and standardize how contracts and their related components are reviewed and approved. It ensures that each contract, clause, or line item follows the proper review process before it becomes active or finalized.

An approval workflow is made up of two key parts:

  • Approval Rules – Define the conditions under which a contract record requires approval and identify who must approve it. For example, a rule may specify that any contract line item with a quantity greater than 100 must be approved by a manager.
  • Approval Flows – Define the sequence of approval steps and actions that occur once a record enters the approval process. Approval flows link the rules to the contract object and determine how the approval request moves from one approver to another.

Together, approval rules and approval flows create a structured and automated process for managing contract approvals efficiently and consistently across the organization.

Creating an Approval Rule

You must configure an approval rule to associate business objects (for example, Contract Line Item, Contract Clause), and entry criteria to determine which assignees are required during the approval workflow. For more information, refer to Approval Rules
  1. Click Shared Apps and access approval rules by clicking the Approvals icon () and then clicking the Approval Rules tab in the left navigation panel.
  2. Click Create at the top right to raise the New Approval Rule window.
  3. Enter the following details.
    ObjectRequired Action
    Contract Line Item
    • Enter LineItemRule_1 as the name for the rule in the Name field.
    • Select Contract Line Item from the Business Object drop-down menu.
    • Select Condition from the Rule Type drop-down menu.
    • Enter 1 in the Sequence field.
    • Select Unanimous from the Approval Policy drop-down menu to ensure all reviewers approve.
    • (Optional) Enter a description of the rule.
    Contract Clause
    • Enter ContractClause_1 as the name for the rule in the Name field.
    • Select Contract Clause from the Business Object drop-down menu.
    • Select Condition from the Rule Type drop-down menu.
    • Enter 1 in the Sequence field.
    • Select Unanimous from the Approval Policy drop-down menu to ensure all reviewers approve.
    • (Optional) Enter a description of the rule.
  4. Add rule criteria in the "Rule Criteria" section. Select the field and expressions to use as entry criteria for submitting the contract record for approval.
    ObjectRequired Action
    Contract Line Item
    • Select Quantity from the Field Name drop-down list.
    • Select Greater Than from the Operator drop-down list.
    • Enter 100 in the Value field.
    Contract Clause
    • Select Action from the Field Name drop-down list.
    • Select Equals from the Operator drop-down list.
    • Select Modified from the Value drop-down list.
  5. Click Add Criteria to create additional rule criteria.
    ObjectRequired Action
    Contract Line Item
    • Select Approval Indicator from the Field Name drop-down list.
    • Select Not Equal To from the Operator drop-down list.
    • Select Approved from the Value drop-down list.
    Contract Clause
    • Select Approval Indicator from the Field Name drop-down list.
    • Select Not Equal To from the Operator drop-down list.
    • Select Approved from the Value drop-down list.
  6. When you have updated the rule conditions as desired, click Save.
  7. Go to the Rule entries tab. This raises an active diagram interface showing the order of steps.
    1. For a new rule entry, click in the main box to open the Rule Entry panel on the right.
    2. Enter the sequence number in the Sequence field to determine the order in which the rules are executed.
    3. Next, select an assignee for the rule. Select an approver type (User, Custom User, Related User, Queue, Custom Queue, or User Role that must approve), and the appropriate approver.
    4. Set the Approval Settings toggle (Auto-Complete, Notify Only, Send Email, Skip Assignee) as required.
  8. After you have entered all the details, click Activate on the Details tab.
An approval rule is created for the contract line item or contract clause.
You must configure an approval flow.

Creating an Approval Flow

You must build the sequence of steps that compose an approval flow for the Contract object. For more information, refer to Approval Flows.
  1. Click Shared Apps. Access approval flows by clicking the Approvals icon () and then clicking the Approval Flows tab in the left navigation panel..
  2. Click Create at the top right to raise the New Approval window.
    1. (Required) Enter a name in the Process Name field.
      For example, Approval_LineItem for contract line item and Approvals_Clause for contract clause.
    2. (Required) Select Contract from the Object drop-down menu.
    3. (Optional) Enter the description in the Description field.
  3. Click Create to open the Approval Flows window to the Setup tab. Enter the following details.
    1. Enter the name in the Step Name field.
    2. Select Child Process from the Step Type drop-down menu.
    3. Select the following from the Context Object drop-down menu.
      • Contract Line Item
      • Contract Clause
    4. Specify the approval rule in the Approval Rule field.
      • For the contract line item, enter LineItemRule_1.
      • For the contract clause, enter ContractClause_1 .
  4. Next, configure the Settings window and enter the following information in Update Actions > Initial Submission Actions section.
    1. Select Approval Indicator and enter Pending Approval in the Value and Description fields.
    2. Click Add Action to create additional action.
    3. Select Status Category and enter In Authoring in the Value and Description fields.
    4. Select Status and enter Language Approval in the Value and Description fields.
An approval flow is created for the Contract object.
After you configure the approval rule and flow, users can add line items or clauses and initiate the approval request for them. To know more, see Use Case for Approvals
Administrator Guide
Conga
CLM

March 23, 2026