Create Tables with Variable Rows in Workflow Designer

Create a Table

For this example, we will demonstrate how to create an example Services table in your SOW to track the services you are selling to your counterparty. There are six steps to create this table:

1. Add a Table to Your Template in Document Editor
2. Add Your Table and Column Properties
3. Add Formula Columns
4. Tag Your Table
5. Extract Table Data to Use in Conditions and More
6. Test Your Table Configuration

Step One: Add a Table to Your Template in Document Editor

Add a table to your template using a document editor prior to uploading it to your workflow configuration. We recommend having a table with two rows, with the top row acting as the header and the second row where you will tag your table properties.

Add the number of columns you plan to use as table properties. If you do not add enough columns, your table may not populate correctly. In this example, we’re adding four columns for our four properties: Product, Unit Price, Quantity, and Net Total.

Step Two: Add Your Table and Column Properties

1. In Ironclad, click the Workflow Designer tab and select the workflow configuration you want to edit. If the workflow configuration does not exist yet, create it.

2. Click the Add button on the Properties and Conditions panel, and select Table.
   

3. For this example, we will add a column for Product, Unit Price, Quantity, and Net Total. Each column property will generate a new question in your launch form.
   

Step Three: Add Formula Columns

You can automate calculations and perform column-wise operations with tables.

1. Click f(x) to add a formula column. In this example, we are adding a formula column for Net Total. Formula columns will not generate a question in your launch form because they are calculated values.
2. Set your Net Total column to be the product of the Unit Price and Quantity columns. For each row in your table, this will calculate the net total using the unit price and quantity in that row.
   

Formula Tips and Variations

You can use table formulas to automate and perform other calculations across your tables:

Use the In() Function with Tables

Ironclad supports the use of the In() function with Yes/No Lists and Number Lists, allowing you to check whether a column field is true for any rows in a table or whether any row includes a the number 0.

For example, when a workflow includes a Products Table, one common column field is the Product SKU. If you want to check whether a specific product is included in a contract, you can use the In() formula to see if “SKU-123” exists in the Product SKU column of the Products Table:

In(GetColumn([Products Table], [Product SKU]), “SKU-123”)

This might be used as a condition to display a specific clause in the contract when that product is included. Similarly, if the table has a Requires Additional Signature column of type Yes/No, you can use the In() formula to check whether that value is true for any of the rows and include an additional signer if needed.

Calculate Duration of Milestones

You can calculate the duration of each milestone in your table. For example, add the following formula to the Duration column:

DateDiff([Start Date], [End Date])

Calculate Product ID

You can calculate the Product ID for products in your order form using a conditional formula. For example, if the Product Type is Consumer, concatenate the CON prefix; if the Product Type is Business, concatenate the BUS prefix:

If([Product Type] == "Consumer", Concat("CON-", [Product Code]), Concat("BUS-", [Product Code]))

Step Four: Tag Your Table

1. Locate the table you previously added to your contract.
2. Toggle to Edit mode.
   
3. Navigate to the top leftmost cell of your table. A three-dot tag selector will appear. Click the stacked dots icon.
   
4. Select the Services table you created. Table column properties will appear as grey tags in Workflow Designer. If there are more columns in the table than there are columns in your document, Ironclad will tag up to the number of columns in your document.

Step Five: Extract Table Data to Use in Conditions and More

Your tables contain valuable information that can be used to inform logic in your workflow. You can use formulas to extract and calculate information from your tables to power the rest of your workflow via conditions.

In this example, we’re including Finance as a Reviewer only if the total of all of your items is greater than or equal to one million dollars.

1. Create a new property named ‘Sum of Items’.
   
2. Add a formula to the property that finds the subtotal sum of all the line.
   
3. Create a condition that defines if the sum is greater than or equal to one million dollars, include Finance as an Approver.
   
4. In the Review tab, add the condition to the Finance approval role.
   

Data Tips and Variations

Leverage your table data to power other contract processes:

Number of Milestones

You can count the number of milestones in your project.

Apply a Display Condition to Your Table

Apply a condition to your table so it only displays when the condition is met. To do this, apply the condition to the introduction or description directly above the table. Switch to edit mode and delete the condition's end bracket, then add the bracket directly after the table.

Step Six: Test Your Table Configuration

Preview your table to ensure it is configured properly.

1. Click Preview at the top of the page.
2. Simulate different contract scenarios using the launch form in the lefthand panel.
3. Confirm your table is formatted correctly on the document in the Documents tab.
   
4. Verify any roles configured based on table values are triggered correctly in the Roles tab.
   
5. Confirm your table formulas are calculating correctly in the Data tab.
   

Result

Each column in your table, excluding formula columns, corresponds to a question in your launch form.

When a business user requests a contract, they will see the first set of questions related to your table.

To add another row, your contract requester can click + Add . This will generate a new series of questions that correspond to a new row in your table. They can add as many rows as needed.