Creating a Workflow Definition

A Workflow Definition (WFD) describes an Approval process a record should follow. It functions as a blueprint that specifies the sequence of events, the conditions under which they occur, and the individuals involved.

A WFD is composed of one or more Approval Actions, each containing one or more Approval Steps. This structure enables multiple process paths to exist within a single Workflow, reducing the need for separate, individual Workflows.

When a WFD is created, it is associated with a specific entity Type (e.g., Contract, Contract Document, or Party). This ensures that Users can only select Workflow Definitions that are appropriate for the record they are working with.

Each Approval Action and Approval Step can also be configured with criteria that determine when it should run. Once the Workflow is initiated, only the Actions and Steps that meet the record’s data conditions will activate. This provides flexibility and allows a single Workflow Definition to adapt based on the field values within the originating record.

Navigate to Configuration -> Workflow - Workflow Definition

Any existing Workflow Definition records will be listed in the Workflow Definition Summary screen.

By default everyone has manual WFD for each entity Type, this allows the ability to create an Ad Hoc Workflow rather than using an existing WFD.

Click on [New] to create a new Workflow Definition

Name - Give your new WFD an appropriate Name - note that this Name will be presented to Users that are creating a Workflow request so it should be clear so they can make an informed selection.
Set a Priority if required - this can be used if you have multiple WFD's that match the entity record initial criteria and will be presented for selection. The order of these WFD's will be based on its Priority.
Active? - Tick if the WFD is to be offered for selection immediately - by keeping this checkbox unticked for a while, it means that the WFD can be built but not available for use until it is ready.
Can Workflows be cancelled? - If you have selected this WFD for a request, the request can be cancelled by Admins or the Submitter whilst 'In Progress'.
Can Workflows be edited? If you have selected this WFD for a request, the flow applied to that specific request can be adjusted by Admins or the Submitter whilst 'In Progress'.
Who can edit entities that are in progress? If you have selected this WFD for a request, the entity record (Contract / Contract Document / Party) and its sub tab records can be 'locked' until the Workflow request is is complete.
This means that all the fields in the entity record will be read only and you will not be able to Add/Remove/Edit sub entity records. Admins and the Workflow submitter still always have access.
There are 3 options to choose from:

No-one - lock the entity record down for all Users

Users in Workflow - only Users mentioned in the entire Workflow can edit

Users who can action Workflow - only Users that are mentioned in a 'Current' active Action can edit

Entity Type - Choose the entity Type this Workflow is for - Contract, Contract Document or Party
[Edit Workflow] - This will display the WFD flow screen where you can start building your Workflow

Complete the required fields above and then press [Edit Workflow]. You will be presented with the Create Workflow screen.

Using the Flow screen

The flow screen uses drag and drag functionality to allow you to build your Workflow in a visual way.

Each WFD has a Start node and an End node by default and is made up of one or more Approval Actions. Each of those Approval Actions is then made up of one or more Approval Steps.

You can set criteria for the WFD within the Start node. This information will determine if this WFD is presented for selection based upon the records data.

Click the pencil icon to open the Start node detail

You will be presented with the option to enter criteria for your WFD, this is an optional feature, if you do wish to add Criteria, click the cog icon

All the available fields for the entity Type will be listed. You can use the search bar to find a specific field if needed.

Drag the required field over to the criteria panel and a pop up will appear appropriate for the field you have selected. This pop up will differ depending on the field you have selected.

Enter your criteria and press [Save] - the pop up will close and the field will appear in the Criteria panel.

You can add as many criteria values as you wish and order them accordingly using the AND/OR drop downs or the Evaluation order option that will display when multiple criteria fields are entered.

Once all your Start criteria is entered, press [Save] and the pop up will close.

All your criteria information will be displayed in the Criteria field, press [Save] and the pop up will close. You criteria information will now be displayed in the Start node.

Note: If you use Start criteria and the entity record does not fulfill the Criteria then the Workflow definition will not be offered for selected.

Creating a Workflow Approval Action

Click on the 'New Approval Action' block on the left and drag position the new Approval Action node within the flow.

A blue dot will inform you where this new Approval Action is linked based upon the position in the flow you choose.

Once dropped, an 'New approval step' pop up will appear for you to add the Approval Action details.

Here you can enter:

Title - This will appear throughout your Workflow request so a relevant Approval Action Name is required i.e. for an Approval Action for a Legal team to approve the Name can be 'Legal'
Entry criteria - This Approval Action can have its own unique criteria that can be entered, this will enable you to start directing the Workflow requests based upon the data held within the record.
The functionality for entering the Criteria information via the cog icon is the same as detailed above.
You can see the example below, the WFD criteria is that the Contract record Lifetime value must be more than 50,000, but the 'Manager approval' Approval Action will only trigger if the Lifetime value is also less than 75000.
So if the entity record has a lifetime value of 80000 this Approval Action will not trigger.

Note: If you use Start criteria and the entity record does not fulfill that criteria then the Action will be skipped and marked as such.

Approvers - This is where you can either define the Approvers for this Action or allow People to be added on an Ad Hoc basis when the request is submitted.
Select Approvers on submission - During the Workflow submission this option will allow the User creating the Workflow request to manually add people to this specific Approval Action.
Define approvers - this will allow you to create one or more Approval Steps within the Approval Action using the [Edit Approval flow] button, this functionality is detailed below
Flow
Step Input (the Action prior to this one) - adjust if required
Ste Output (the Action after this one) - adjust if required

Note: The system will automatically default the Input and Output (prior and next) Action based upon its location in the flow. This can be updated by changing these 'Flow' values - if you do update these values then your Action may move location within the flow after saving.

Approval - Condition- This will allow you to define when an Approval Action is considered Approved or Rejected based upon its Step results.
For example: The Approval Action could have 4 Approval Steps detailed but you define that if at least 3 of Steps are Approved or at least 75% of the Steps are Approved then the whole Approval Action is considered Approved. So even if there is a Step that has been rejected the Approval Action is still considered Approved overall.
You can use the radio buttons to determine if you wish to define how the Approval Action is to be considered Approved or how the Approval Action is to be considered Rejected. The default for every Action is 100% or more of Steps are Approved.
You can use the numeric field and the <% num> drop down to define your condition.

Creating an Approval Step

Click the [Edit Approval Flow] button in the Approval Action screen. This will show you a very similar flow screen where you can now add the Approval Steps for the Approval Action.

Drag a 'New Approval Step' node on the left panel into position within the flow.

The screen works in exactly the same way as the Approval Action screen with Start and Stop nodes, Criteria, Flow inputs and Approval Conditions.

The only difference in an Approval Step is here you can define the Approvers in the Approver List section.

Click the [Add Approvers] button and a drop down will appear where you can select the relevant People / Groups that are required. Add all that are required.

Make adjustments to any of the other sections in the Approval Step screen such as criteria or conditions as detailed above.

Note: If you use Start criteria and the entity record does not fulfill that criteria then the Step will be skipped and marked as such.

Press [Save] and the Approval Step pop up will close back to the Approval Action screen

Press [Save] and the Approval Action pop up will close and the node will be added to the flow.

You can use pencil icon to edit any of the Approval Action details.

The Approval Action pop up will appear for you to adjust.

You can click on the [Edit] button within an Approval Action node to view and edit any of the Approval Steps

Again, use the pencil icon to edit a particular Approval Step

The Approval Step pop up will open for you to make your adjustments.

Using the Flow screen

When a node is placed the flow link lines will appear blue when a step is hovered over, this shows you the Input (prior) and Output (next) step that node is linked to to guide you in visualising the Workflow route.

If you hover over a Approver value then a small pop up will appear with the email address of the selected Approver. This will allow you to ensure that the Workflow request will be sent out to the right email. If a Group is hovered over then the pop up will list all Users within the Group with their email address.

Moving nodes

Once you have entered all your Approval Action and Approval Steps you can use the drag and drop functionality to move them around as you see fit - the flow will update based on the position you are holding the node at.

The blue dot and the link lines will help you see where the nodes are linked. When you are happy with the position, drop the node and it will move location.

You can also delete nodes by pressing the 'x' on the top right corner of a node.

Flow Screen features

The flow screen can be zoomed in and out to be able to view the whole flow
Use the expand icon to open the screen to a full screen to make it easier to see the full flow is required - use the Collapse icon to exit the full screen
There are Undo, Redo and Reset button to help you with your Flow building

Once the flow has been defined and are in the correct position, [Save] the flow. Keep pressing [Save] until you get back to the WFD record screen.

At this point you MUST press [Save] on the Workflow definition record to save both the record and the flow that you have created

If you do NOT save at this point then your defined Flow will be lost.

Once [Saved] you will have an option [View Workflow] - this will allow you to view the flow you have created.

This is a view only look at the Flow for you to double check the information.

If you need to make changes to the Workflow Definition, either add/remove/edit Actions / Steps / Approvers or update the flow node positions, you must edit the 'Flow' field and click the [Edit Workflow] button again to open the flow screen.

Once saved your Approval Rule will be displayed in the Approval Rule Summary screen

If you now have a record that falls within the Workflow Definition criteria then you will be offered this Workflow for selection. Once selected you can click on the cog icon to view the Flow information to make sure you have selected the correct Workflow for your record.

Note: If you have existing WFDs with Users selected that have since been deleted or unseated (licence removed) then your Rules must be updated to reflect this for good housekeeping purposes.

intelligentcontract will not prevent you from sending out Workflow requests to unseated Users but we will warn you along the way.

When you unseat a User if they are part of a WFD the system will tell you, you should then update those WFD accordingly.

If you manually select a deleted or unseated User the system will tell you but it will not prevent the Workflow request for being sent.