Workflow Types and Use Cases
| Workflow Type | Purpose / Description | Example Use Case |
|---|---|---|
| Standalone Workflow | A workflow that runs independently to trigger specific actions and progress through predefined steps. It can be triggered manually (via button), automatically (record-triggered), or on a schedule. | When a contract review process is completed, a standalone workflow automatically updates the Agreement Status to Ready for Signature and sends an email notification to the business owner indicating that the document is ready for signature. |
| Before Save Workflow | Runs immediately before a record is saved, used to validate or update data to ensure quality and compliance. | Before a contract is saved, the workflow verifies that "Start Date" is earlier than "End Date" and that mandatory fields are populated. |
| Callback Workflow | Applies business checks or rules dynamically, without requiring code, making it easier to manage and reuse rules across CLM. | When a contract becomes Active, a callback workflow automatically sends a customer-specific email to internal business stakeholders with the executed contract document attached. |
| Screen Flow | A multi-step interactive workflow that collects user input via screens or forms. Each step pauses until the user provides input, which is then used in subsequent actions. | A guided flow that collects details for processes such as account creation, including fields like account name, DUNS number, account type, address, and contact information, and then automatically creates the account record with its related data. |
| Lifecycle Workflow | A Lifecycle Workflow helps track the progress of a business record—such as an Agreement—as it moves through a series of defined stages. These stages are visually represented in the user interface, showing whether each stage is completed, in progress, or yet to begin. This provides users with a clear, real-time view of where the record stands within its lifecycle. | An MSA Agreement Lifecycle Workflow could include stages such as In Request, In Authoring, In Approval, In Signature, Activated, In Amendment, or In Renewal. As the agreement progresses through these stages, the system automatically updates its current position in the lifecycle, giving users visibility into the contract's overall status and progress. |