Conga Product Documentation

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Use Case: Creating a Record by Running a Contract Wizard

Create a record by completing a Contract Wizard through a guided, step-based process.

  • The administrator has created the required inputs for the Wizard.
  • The administrator has created the steps for the Wizard.

Business Context

Manually creating records on Salesforce objects such as Agreements, Accounts, Proposals, and Leads can be error-prone and inconsistent across users. A Contract Wizard guides users through criteria-based inputs in a logical sequence, so records are created in a standardized, well-formed way regardless of the user's familiarity with the underlying object.

Overview

A sales representative selects a Wizard design built by an administrator and completes it step by step, entering responses, adding comments or attachments where applicable, and reviewing all answers before submission. Conga CLM evaluates the responses and, depending on the Wizard's design, creates a record, redirects the user to a resulting page, or marks the Wizard as submitted.
Note: This use case describes one example of running a Contract Wizard. Your steps may vary depending on your business case and how your administrator has configured the Wizard.

Actors

  • A sales representative in a manufacturing company
  • Conga CLM

Scenario

A sales representative needs to quickly create a record, such as an Agreement, Account, Proposal, or Lead, based on a standard or custom Salesforce object. Rather than creating the record manually, the sales representative runs an existing Contract Wizard to enter the required information through a criteria-based, step-by-step process.

  1. From the Salesforce application menu, choose Contract Wizard.
    The application displays the Home and Wizards tabs (you can see additional tabs if you have permissions to create wizards).
  2. Choose a wizard to run from the drop-down list of designs and click Go.
    Note:

    Wizards associated with deactivated or retired Wizard designs will not be available in this list. Ensure that you have not blocked pop-ups in your browser because new Wizards are always launched in a separate tab.

  3. (Optional) Click the pencil icon in the displayed banner to give your Wizard a unique name, so you can differentiate it from other Wizards you run using the same Wizard design.
    The new name for your Wizard is shown in the list of In Progress and Submitted Wizards on the Wizards tab.
  4. Move through the steps of the Wizard, choosing values for the fields in each step. Click Next when you are finished with a step to move to the next step. Click Back to return to the previous step. Click Save to save the data on the current wizard page.
    Note:

    You must fill in all the required fields on the current wizard page before clicking Save; otherwise, the Wizard will throw validation error message.

    When you choose options (or a combination of options) that result in the creation of an object record, the Object name or Record Type will be displayed immediately upon choosing the option. For example, in the following step, when you choose Sales Contract as the business activity and Create as the transaction type, the Wizard evaluates a condition that determines that an Agreement record will be created when the Wizard is submitted.



  5. Some Wizard steps may include the option to add comments and/or attachments in addition to providing traditional responses. You can add comments in the text area provided (500 character limit), and/or click Attach Files to attach files to the Wizard step. When you use the Wizard to create a record, the attached files are added to the Notes & Attachments Related List of the new record along with the recorded comments. To add an attachment:
    1. Click the Attachment(s) link below the Comments box.
      The Manage Attachments window is displayed.
    2. Click Add Files. Browse for a file on your machine and add it as an attachment.
      The attachment uploads to the Wizard and displays in the Manage Attachments window.
    3. Repeat the previous step for each attachment you want to add. Close the window when you are finished adding attachments.
  6. Click Add Item when there is a repeatable field in the Wizard. These fields are used when you need to enter multiple values as certain responses, for example when you are adding multiple business addresses, or product line items and prices to a Sales Contract.
  7. Closing the Wizard automatically saves your progress in the Wizard up to the current step. You can continue where you left off from the Wizards tab (see Using the Wizards Tab).
  8. When you have answered the final question in the Wizard and clicked Next, the page will display a Review of all steps you have completed.
  9. Click Edit to change your answers for any steps in the Wizard.
    A dialog box warns that you may have to repeat steps of the Wizard that you previously completed depending on edits you make.
  10. Click OK to edit the step or Cancel to return to the Review page.
  11. When you are satisfied with your responses, click Submit. Depending on the design of the Wizard, one or more of the following will occur:
    • A record of the type determined by your inputs within the Wizard is created (e.g., a Sales Agreement record).
    • You are redirected to the record details page of the record just created by the Wizard.
    • You are redirected to another page in Salesforce.
    • You remain on the Review page and the Wizard shows as Submitted (in this case data from the Wizard has been submitted for purposes other than creating a record).
  12. Return to the Wizards tab.
    The Wizard you created and executed now shows its Status as Submitted in the list of Wizards.
Depending on the Wizard's design, Conga CLM creates a record of the type determined by the responses, redirects the sales representative to the new record's details page or to another page in Salesforce, or keeps the sales representative on the Review page with the Wizard marked as Submitted.

The sales representative can view the Wizard's status as Submitted from the Wizards tab, and can resume, review, or reopen other Wizards from the same tab.