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Conga Product Documentation

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Contracts

Workflows for Conga Contracts

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Creating a Workflow (Workflow Wizard)

A workflow is added to a Company, Contract, or Project Profile using the Workflow Wizard. The wizard guides you through the process of creating a workflow once you select a template and a workflow team. If a step in the workflow requires the approval of more than one user, you will also be prompted to select a routing table. The Workflow Wizard is also used to edit a workflow.

  1. Open the Company, Contract, or Project Profile that needs the workflow.
  2. In the Contract or Company Profile, click Workflows in the toolbar.
  3. In the Project Profile, click the Workflows link.
  4. In the Workflows section of the contract and company Workflow Profile, click New Workflow.
  5. In the Project Profile, click New Workflow in the Workflows screen.
  6. In the Workflow Wizard, click Next.
  7. In the Workflow Template Selection panel, make a selection in the Workflow Template list, and click Next.
  8. In the Workflow Information panel, review the information for the workflow template to ensure you made the right selection, and then click Next.
  9. (Optional) Relinquish your responsibility for the managing the workflow by making a different selection in the Workflow Owner list.
  10. (Optional) Select the CC Workflow Owner check box to ensure the workflow owner receives an email message whenever a change is made to the workflow.
  11. The Workflow Owner can complete, reassign, and approve any step in the workflow, as well manage workflow documents, and edit, close, and delete the workflow.
  12. (Optional) In the Routing Table Selection panel, select the appropriate table in the Routing Table list, and click Next.
    • A routing table consists of two or more users who have the authority to approve/decline a workflow step that requires approval. If none of the steps in the workflow require a routing table, this panel will not display.
  13. In the Workflow Team Selection panel, select the appropriate team in the Workflow Teams list, and click Next.
  14. (Optional) Click Add Team Member to launch the Address Book to add another member or a distribution list to the team.
  15. Click on a person/distribution list record to select it, and add the person/list to the Workflow Team list box.
  16. To quickly locate a person/list, enter the first few letters of the person's first or last name, or the name of the list, in the Search field, and click the magnifying class. To clear the filter, click x.
  17. Click Submit to select the team members and close the Address Book.
  18. (Optional) Click x to remove a team member.
  19. In the Workflow Step Owner Selection panel, assign an owner for each step by selecting their name in the Owner list, and then click Next.
  20. (Optional) For a step that is divided into sub-steps, such as 4.1 and 4.2, select different step owners since this division indicates an approval step with a routing table, which means the step must be approved by more than one user.
  21. The list of people available for each step is based on the functions that each person holds in Conga Contracts.
    If only one person is qualified to complete the step, their name is automatically displayed in the Owner field.
  22. In the Workflow Wizard Completion panel, click Finish.
  23. After running the wizard, the workflow is displayed as a record in the Workflows section of the Workflow Profile. When you click on a workflow record, the screen refreshes and displays the individual steps in the workflow.
    From this screen, you can view and monitor each step to ensure it is completed since Conga Contracts sends an email notification to the owner of each workflow step, informing him/her that they need to complete the step.

Workflow Profile/Browse Screen

The Workflow Profile contains basic information for the Contract, Company, or Project associated with the workflow, as well as a Workflows section with links to the individual workflows that have been added to the Profile.

Workflow Profile/Browse Screen

The Workflow Profile contains basic information for the Contract, Company, or Project associated with the workflow, as well as a Workflows section with links to the individual workflows that have been added to the Profile.

Although the Workflow Profile for a contract is used in the example below, the components are the same in the Workflow Profile screen for a company and project.

Open a Contract Profile that contains a workflow, and click Workflows in the toolbar. You can also display a contract Workflow Profile by clicking Go To envelope in the Active Workflow Items portlet in your Dashboard, and then clicking Workflows in the Profile toolbar.

Workflow records

Locate the workflow whose steps you want to view, and click on it to refresh the screen.

Active Workflows tab

Ensure the tab is selected to view the active workflows for the Profile.

Workflow steps

Review the numbered steps in the workflow, as well information provided for each step.

A step that is divided into sub-steps, such as 4.1 and 4.2, is an approval step that requires the approval of more than one person, as defined in the routing table selected in the Workflow Wizard.

Action Step - Completed

Review the Completion Notes for a completed action step by clicking +.
  • Identify the person who completed the step, along with the date and time the step was completed.

Approval Step - Completed

Review the Completion Notes for a completed approval step by clicking +.
  • Identify the person who approved the step, along with the date and time the step was approved.
  • A completed approval step includes an approve or decline icon.

Approval Step - Incomplete

Complete an approval step using the available icons:
  • Checkmark icon - Approve step.
  • X icon - Decline step.
  • Pencil icon - Reassign step to another user.
  • Envelope icon - generate an email message to the step owner, reminding them that they need to approve/decline the step.

Communication Step - Completed

Review the email message for a completed communication step by clicking +.
  • Identify the person who sent the message, along with the date and time the message was sent.

Action and Communication Steps - Incomplete

Complete an action or communication step using the available icons:
  • Checkmark and Clock icon - Complete step. This is only present if you are a workflow owner.
  • Pencil icon - Reassign step to another user.
  • Envelope icon - generate an email message to the step owner, reminding them that they need to approve/decline the step.

Documents tab

Click to view the list of documents that have been uploaded to the Company, Contract, or Project Profile and are available to be sent as an attachment to an email message sent from a Communication step.

Documents button

Click to display a screen where you can manage the documents for this workflow.

Close Workflow toggle button

Click to close the workflow.
  • To reopen the workflow, click the Re-open Workflow button, which displays as soon as you close the workflow.

Completed Workflows tab

Click to view the workflows that have been completed for this Profile.

Flows button

Click to view the flows associated with the profile.

Browse Workflows button

Click to return to the Workflows screen.

User Guide
Contracts

January 2, 2025