This topic will walk you through how to use tables within your workflow configuration. This includes how to create tables, add columns, and incorporate formulas.
Tables allow you to collect and store a set of related data in a workflow, such as products in an order form or services for delivery in an SOW. You can collect this data on the launch form when the number of rows (or items) in the dataset might vary.
A table in Workflow Designer adapts its number of rows to the input received in your launch form: as a business user launches a contract and fills out the launch form, their response generates the appropriate number of rows in the table.
There are a multitude of ways to incorporate tables in your contracts:
- A Products table in a sales Order Form, which tracks the number of products you are selling to your counterparty in that contract. You could be selling one product, or you could be selling 10 products.
- A Project Milestones table in a Statement of Work, which tracks each phase of the project.
- A Services table in a Statement of Work, which outlines the rate per each consultant.
- A Payment Schedule table in a Terms and Conditions contract, which tracks the invoice date for payment for each product you are selling. You could have annual, monthly, or quarterly payment terms.
Create a Table
This section shows the steps to create an example Products table in your sales Order Form to track the products you are selling to your counterparty.
Note: Add a table to your template using Microsoft Word prior to uploading it into your workflow configuration. It is recommended to have a table with two rows, with the top row acting as the header and the second row where you will tag your table fields.
1. Add Your Table and Column Properties
- In Ironclad, click the Workflow Designer tab and select the workflow configuration you want to edit.
- Click Add button on the Fields and Conditions panel, and select Table.
- Add a column for Product, Unit Price, Quantity, and Discount %. Each column field will generate a new question in your launch form.
2. Add Formula Columns
You can automate calculations and perform column-wise operations with tables.
- Click f(x) to add a formula column.
- Add a formula column for Net Total. Formula columns will not generate a question in your launch form because they are calculated values.
- Set your Net Total column to be the product of the Unit Price, Quantity, and Discount columns. For each row in your table, this will calculate the net total using the unit price, quantity, and discount values in that row.
Additional Ways to Use Formulas in Tables
Use table formulas to automate and perform other calculations across your tables:
- Calculate the duration of each milestone in your project.
- Calculate the Product ID for products in your order form. In this example, if the Product Type is Consumer, concatenate the “CON” prefix, else, if the Product Type is Business, concatenate the”BUS” prefix.
- Example result:
- Example result:
3. Tag Your Table
You have the option to tag your table on your contract template.
- Add a table to your template using Microsoft Word. It is recommended to have a table with two rows, with the top row acting as the header and the second row where you will tag your table fields.
- Navigate to the leftmost cell of your table. A three-dot tag selector will appear. Click Open tag selector.
- Select the Products table you created. Table column fields will appear as grey tags in Workflow Designer.
- Note: 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.
4. Extract Table Data to Use in Conditions and More
Your tables contain valuable information that can be used to inform logic in your workflow. Use formulas to extract and calculate information from your tables to power the rest of your workflow via conditions.
In this example, include Finance as a Reviewer only if the total of all of your items is greater than or equal to one million dollars.
- Create a formula: sum the subtotal of all the line items.
- Create a condition: if the sum is greater than or equal to one million dollars, include Finance as an Approver.
- Add the condition to the Finance approval role.
Additional Ways to Use Table Data
Leverage your table data to power other contract processes:
- Check if a certain product was purchased. If Special Product was purchased, include Legal as an Approver.
- Incorporate the products purchased in your document.
- Count the number of milestones in your project.
5. Test Your Table Configuration
Preview your table to ensure it is configured properly.
- Click Preview at the top of the page.
- Simulate different contract scenarios using the launch form in the lefthand panel.
- Confirm your table is formatted correctly on the document in the Documents tab.
- Verify any roles configured based on table values are triggered correctly in the Roles tab.
- Confirm your table formulas are calculating correctly in the Data tab.
6. Enable Your Contract Requestors
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 requestor 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.