Approval Process Configuration
Conga Approvals is a robust, modular system that automates and manages contract approvals based on business rules. Approvals can be triggered by conditions such as contract value, region, clause changes, or custom criteria.
The platform supports both simple and complex approval flows, including sequential, parallel, ad-hoc, and rule-based routing.
In a CLM context, approvals ensure that contracts are reviewed and authorized by the right stakeholders at the appropriate stage—maintaining compliance, accountability, and efficiency throughout the contract lifecycle.
Key Components of Approvals
|
Component |
Purpose / Description |
Example (CLM Use Case) |
|---|---|---|
| Approval Flows | Define the overall path a contract takes for approval. Each flow includes steps, rules, and routing logic. | An MSA Contract Approval Flow that routes for Legal → Finance → Executive approvals. |
| Approval Steps | Represent individual approval stages within the flow. Steps can be assigned to users, queues, or roles, and configured for sequential or parallel routing. |
Step 1: Legal Review Step 2: Finance Approval Step 3: Executive Sign-off |
| Approval Rules | Define logical decision points that control when and to whom approvals are routed. Support multi-party decisions such as Unanimous, Majority, Percent, or Quorum. Rules are reusable across multiple flows. | Trigger Legal approval when Jurisdiction = International or Contract Value > $500K. |
| Approval System Properties | Global configuration parameters that fine-tune notifications, UI behavior, flexibility, and ad-hoc approvals. | Enable consolidated rejection emails or allow users to add ad-hoc approvers. |
| Ad-Hoc Approvals | Allow manual approver assignment at runtime instead of predefined routing. Useful when approval paths change based on availability or dynamic business needs. | A contract routed to an alternate regional approver due to business continuity. |
Core Principles of Approval Configuration
Simplicity: Design approval flows to meet business needs without unnecessary complexity. Fewer steps and clear criteria improve execution time and maintainability.
Standardization: Use consistent naming conventions for flows, steps, and rules (for example, MSA_Agreement_Approval_Flow, Legal_Review_Step, Finance_Rule_US). Maintain consistent logic across regions and business units.
Dynamic Approvers: Use field-based or role-based assignments (for example, Agreement.Owner.Manager) to dynamically determine approvers. This minimizes administrative maintenance and ensures scalability.
Scalability: Design approval configurations to adapt as contract types, thresholds, or approval policies evolve—without requiring rebuilds.
Best Practices for Configuring and Managing Approval Workflows
- Use Rule-Based Flows for Complex Scenarios:
Rely on rule-based flows for multi-condition approvals. Avoid mixing ad-hoc and rule-based approvals in a single process to prevent routing conflicts.
- Leverage Step Dependencies:
Define sequential or parallel dependencies to control approval order and support concurrent or dependent approvals.
- Define Clear Approval Criteria:
Identify what triggers an approval within CLM — such as contract value thresholds, clause deviations, or regional/legal requirements. Establish which agreement types and lifecycle stages require approval (for example,In Request, In Authoring, In Amendment), and document these rules for audit and traceability.
- Enable "Add Approver" When Needed:
Allow users to include ad-hoc approvers dynamically for flexibility in exceptions or escalations.
- Configure Display Fields Thoughtfully:
Display only key contract details to approvers (e.g., contract type, value, dates, and counterparties) to ensure clarity and a clean UI.
- Use Approval Search Filters:
Create reusable filters that define which business objects and criteria should trigger approval flows for automation consistency.
- Test with Real Scenarios:
Validate logic and routing using actual business data. Simulate both approval and rejection paths to confirm accuracy.
- Avoid Overlapping Logic:
Keep workflow-driven automation and approval-driven logic separate to avoid double triggers or inconsistent status changes.
- Enable Reminders and Escalations:
Configure time-based reminders and escalation rules to maintain SLA compliance and prevent approval delays.
- Leverage Re-Auto Approval Criteria:
Configure automatic re-approvals when previously approved records meet unchanged criteria, reducing redundant approval cycles.
- Lock Records During Approval:
Ensure agreements are locked during active approval cycles to prevent unauthorized edits or version mismatches.
- Delegate and Backup Approvers:
Configure delegate approvers to ensure continuity when primary approvers are unavailable.
- Implement Approval Policies:
Align system configuration with documented business policies to ensure consistent governance and minimize manual oversight.
- Periodic Review:
Regularly audit and update approval flows, rules, and thresholds to ensure they remain aligned with evolving business processes.
- Utilize Approval Center:
Use the centralized Approval Center to monitor, manage, and act on approvals across all objects. This enhances visibility, reduces bottlenecks, and improves turnaround time.