Configure Entities in Workflow Designer

This article will walk you through how to configure entities in Workflow Designer.

In Ironclad CLM, entities serve as a single, unified hub for all the companies you work with. Entities include companies, individuals, partners, and vendors you regularly do business with. Ironclad CLM lets you store essential information to streamline future contracts and keep all contract details in one place.

In Workflow Designer, you can configure the entities section that will be presented on the launch form. By default, new workflow configurations have this section is added to the top of the form. You can manually add the entity question to your existing workflow configurations. You must then choose a relationship type and map the entity properties to properties in the workflow. This ensures that the data is correctly synced across Ironclad.

Add Entity Question to Existing Workflow Configuration

While entity questions are automatically added to new workflow configurations, you must manually add the entity question to your existing workflow configurations.

1. Click on the Workflow Designer tab and select the workflow configuration you want to modify. Click on the Create tab.
2. Click Add question to form, and then select Entity.
3. To move the section to a different part of the form, click Move and select the section or form you would like to move your question to.
4. Customize the entity launch form question.

Customize Entity Launch Form Question

1. Click on the Workflow Designer tab and select the workflow configuration you want to modify. Click on the Create tab.
2. Locate and click on the entity launch form question. By default, the question is ‘who is the counterparty’.
3. Use conditions to define when the question displays. By default, the question Always appears on the launch form.
4. Edit the question and description.
5. In the Relationship Type dropdown, you must select which types of entities can be used on the launch form.
   
   NOTE
   When you select a relationship type, it automatically pulls in all of the properties configured for that relationship type in the entity relationship type settings.
6. Map the entity properties to properties in the contract. You can also add and remove properties from the workflow configuration.
   
   NOTE
   When you map an entity property (e.g., Entity address) to a contract property (e.g., Counterparty address), the question that related to the contract property will automatically populate with entity information if an entity is selected. Users viewing the form question for the mapped entity (ie. What is the counterparty address) will see an indication showing that the field is being populated from the entity. For those questions, you cannot use formulas or different default values.
7. While you can lock the entity question or mark it as required, we generally don't recommend either option. These restrictions may cause problems when dealing with counterparties that aren't entities.
8. Click Save and Publish.

Next Steps with Entity Management

To continue with entity management, we recommend walking through Use Entities in Workflows. This article will walk you through how to use entities on launch forms.