Use Entities in Workflows

This article will walk you through how to use entities in workflows.

In Ironclad CLM, entities serve as a single, unified hub for all the organizations or partners you engage with, such as companies, contractors, educational institutions, and other collaborators. 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.

Use Entities to Populate Information on a Launch Form

After publishing the workflow configuration, you can launch a workflow from it. When you type a counterparty name in the Entities Counterparty field, you can select the relevant company from the dropdown menu. The entity's information then automatically populates any launch form questions mapped to entities. You can edit this information, but any changes made in the form will not update the global entity profile. This reduces manual data entry, improves the accuracy of counterparty information, and tags the contract with the entity, making it appear on the new entity detail page.

If the counterparty is a new entity, enter the counterparty as you would in a typical intake form. This does NOT create a new entity. A new entity must be manually created.

Add/Edit Entities on an In Progress Workflow

1. In the Dashboard tab, click on the workflow you want to edit. A summary window displays on the right.
2. In the summary window, click Open overview page indicated by a two arrows icon.
3. Under Properties, click Edit. The Edit Information window displays.
4. Click on the three stacked dots located next to the existing entity > Remove entity.
   
   NOTE
   If there wasn’t an entity already picked, this will display the same as it does on the launch form / after the entity has been removed (as an empty search field).
5. If you want to add a different entity, search for the entity and select it from the dropdown.
6. Click Update information. The workflow is updated and the change is noted in the Activity Feed.