Understanding Workflows
Contract Logix provides automation tools for contract lifecycle management for accounts which have purchased them. In short, Workflows are a series of actions accomplishing one or more steps, most automated, in a contract business process.
NOTE: Workflows are a feature available in accounts which have paid for them.
When designing a workflow, users can select from the following action types.
User Actions
Creates a task. Can only be assigned to users of Contract Logix. After selecting the Assigned To/Assigned By type from the drop-down (see list below), and selecting or entering the specific assignee, you must click the + Add button.
Contract Owner.
Associated Contact (e.g. the contact in the record whose Association is “Contract Manager”).
Contact (selected from the list of system contacts, and must be a CLX user)
User (a specific user).
Department (all users in the selected department(s).
Role (all users in the selected role, based on Organizational Ownership of the record).
Completion Notes Required (In the ‘On’ position - Requires completion notes to be entered before completing the task. In the ‘Off’ position - Completion notes are only optional before completing the task.). Changes to this only impact newly created tasks from this step on a go forward basis.
Sends an email notification. After selecting the Recipient type from the drop-down (see list below), and selecting or entering the specific recipient, you must click the + Add button.
Contract Owner.
Associated Contact (e.g. the contact in the record whose Association is “Attorney”).
Contact (any contact in the system).
User (a specific user).
Department (all users in the selected department(s).
Role (all users in the selected role, based on Organizational Ownership of the record).
Email address.
NOTE: There's the ability to add documents to the notification for the purpose of including All Documents associated with the record or only Primary Documents, as seen below:
Creates an approval task. Can only be assigned to users of Contract Logix. The assigned user will be able to change the approval status to Approve or Reject. After selecting the Assigned To/Assigned By type from the drop-down (see list below), and selecting or entering the specific assignee, you must click the + Add button.
Contract Owner.
Associated Contact (e.g. the contact in the record whose Association is “Contract Manager”).
Contact (selected from the list of system contacts, and must be a CLX user)
User (a specific user).
Department (all users in the selected department(s).
Role (all users in the selected role, based on Organizational Ownership of the record).
Completion Notes Required (In the ‘On’ position - Requires completion notes to be entered before completing the task. In the ‘Off’ position - Completion notes are only optional before completing the task.). Changes to this only impact newly created tasks from this step on a go forward basis.
Approval actions create two branches – Approve and Reject, which are displayed under the Approval step. For any actions you add after this step, you must specify the Branch.
Creates a decision task. Can only be assigned to users of Contract Logix. This action allows you to set up multiple choices (decisions) for a user to make. When setting up the steps you enter:
Which object type the decision applies to (Contact, Contract, Organization, Assignment, Request or Document). This should match the Object Type for the entire workflow.
A title for the decision.
Instruction notes to help the user make a choice.
The name of each choice/decision.
Assigned By / Assigned To user.
After selecting the Assigned To/Assigned By type from the drop-down (see list below), and selecting or entering the specific assignee, you must click the + Add button.
Contract Owner.
Associated Contact (e.g., the user whose contact Association in the record is “Contract Manager”).
Contact (selected from the list of system contacts, and must be a CLX user).
User (a specific user).
Department (all users in the selected department(s).
Role (all users in the selected role, based on Organizational Ownership of the record).
Completion Notes Required (In the ‘On’ position - Requires completion notes to be entered before completing the task. In the ‘Off’ position - Completion notes are only optional before completing the task.). Changes to this only impacts newly created tasks from this step on a go forward basis.
Decision steps result in the creation of a separate branch in the workflow for each choice. The Assigned To user gets a pending "Decision" task and sees a “Decision Notification” pop-up in the record, with buttons for each decision option and a field in which to enter decision comments.
Available only for Document Workflows. Sends a document for E-Signature. NOTE: Requires at least one Active user to have e-signature configured in User details. The Document record displays a checked-out status and the Contract record reflects that the document is in the e-signature process.
NOTE: When building the Auto-checkout for E-sign workflow step, use the Update Execution Date toggle to automatically update the Executed Date field in the Contract record. This saves time by removing the need to manual update the date in the record and ensures that the Execution Date field matches the exact date of the final signature.
System Actions
Updates a field in the record. Click +Add New to add a row, then select the field to update and an update value.
Generates a new document. Enter a Document Description (optional) and select a document Type and Template. (optional) Use the Convert Document to PDF toggle, then click Update.
Triggers a different workflow from within the current workflow. Triggering another workflow does NOT stop the processing of the current workflow.
NOTE: Only visible if the Workflow Object Type = Request. Converts a request to a contract record without manual intervention. You are required to select a default Contract Type for use if no Contract Type was selected in the Request. You have the option to select a workflow to trigger on the new contract record once the request is converted.
Logic
Defines a branching condition such that if ‘X”, do this, otherwise (else) do this.
If/Else actions create two branches – Yes and No, which are displayed under the IF/Else step. For any actions you add after this step, you must specify the Branch.
Jump to a designated step in the workflow.
Wait “x” number of hours or days before the workflow continues.
Indicates the end of the workflow or branch. All workflows or workflow branches must include an END action.
Clears ALL workflow steps. Use with caution! To clear a single step, click on the step and click the Remove button.