Recipe: Build a Basic Sales Order Form Workflow

Instructions

To build a basic sales order form workflow, follow the steps below in order:

Create a New Workflow

1. Click on Workflow Designer on the top navigation bar and create a new internal workflow.
2. Name your workflow Sales | Order Form.
3. Click Save in the top right corner.

Upload Contract Document(s)

1. Select My company’s paper and upload the documents below.
   1. Here's a sample Sales Order Form .docx file for you to download and use. Feel free to personalize it and make it your own!
2. Click Save paper source.
   

Adjust the Lifecycle Presets, if needed

Best practices and common Lifecycle Preset configurations.

• If you don't expect business users to know the information to these Lifecycle Preset questions, move the Lifecycle Preset section to Review only so that business users don’t see it in the launch form. This will still allow Legal to fill out and gather the lifecycle information.

  

• Move Effective Date and Term Length questions out of the Lifecycle Preset section and hide Lifecycle Preset section to Review only.
• If you delete a Lifecycle Preset question, you should also delete the property associated with that question from the workflow configuration. You'll receive a warning that the property isn't being used anywhere in the workflow. 

Configure the Create Step

Navigate to the Create tab and configure the launch form with the following sections/questions:

1. Under the Counterparty Information section
   1. Click on the Who is the counterparty question
      1. Rename the question to “Who is the customer?”
      2. Select Customer as your relationship type.
      3. Map the 5 properties from the Entity lookup
         1. Counterparty Name (already complete)
         2. Counterparty Address
         3. Counterparty Signer Name
         4. Counterparty Signer Email
         5. Counterparty Signer Title
   2. Add an address question and map it to Counterparty Address property
      1. Counterparty Address
   3. Add an email question and map it to the Billing Contact Email property
      1. Billing Contact Email
2. Add a section called Timelines & Payment
   1. Add a date question and map it to the “Effective Date” property
      1. Contract Start Date
   2. Add a monetary question and map it to the “Discount Amount” property
      1. Discount Amount
   3. Add a multiple choice question and map it to the “Special Terms” property. Add the following values and check the box “Allow multiple selections”
      1. Price Lock
      2. Logo Rights
      3. Case Study

Create your Dynamic Table

1. Click on the Document tab, hover your mouse over the empty white row in the table, and click on the action button. This will bring up a selection to Add new table. Click that button.
2. Name the table Products and Services.
3. Add the following 4 columns to the table, matching the table headers.
   1. Type = Text, Name “Product”
   2. Type = Monetary Amount, Name "Unit Price"
   3. Type = Number, Name "Quantity"
   4. Type = Monetary Amount, Name "Net Amount"
      1. For this last one, click the "fx" formula button and enter the following formula: Multiply(Unit Price, Quantity)
         

Calculate Your Totals and Finish Your Launch Form

1. Create a new Monetary Amount contract property called “Subtotal”. For this property, click the plus button to add a formula and use the following:

   1. Build the formula: Sum(GetColumn(Products and Services,Net Amount))
   2. Click Save.
   3. Tag this property next to the Subtotal cell in the table.

   NOTE
   When building a formula, you need to search and select each component, you can’t just copy and paste.

2. Tag Discount Amount next to the Discount cell in the table.
3. Create a new Monetary Amount contract property called Total Contract Value. For this property, click the plus button to add a formula and use the following:
   1. Build the formula: Subtract(Subtotal,Discount Amount)
   2. Click Save.
   3. Tag this property next to the Total cell in the table.
4. Go back to the Create tab, find the “Product” question on your launch form, and change the type to a drop down and add all your ‘products/services’.
5. Finish up your launch form build by moving questions around and adding descriptions where you see fit.

Create Conditions

1. Create a condition with the name “Case Study = True” with the rules:
   • If Special Terms does include Case Study
     
2. Create a condition with the name “Price Lock = True” with the rules:
   • If Special Terms does include Price Lock
3. Create a condition with the name “Logo Rights = True” with the rules:
   • If Special Terms does include Logo Rights
4. Create a condition with the name “TCV < $50K” with the rules:
   • If Total Contract Value is less than 50,000
5. Create a condition with the name “TCV Between $50K-$500K”:
   1. If Total Contract Value is greater than or equal to 50,000
   2. Add rule, select “AND”
   3. If Total Contract Value is less than 500,000
6. Create a condition with the name “TCV > $500K” with the rules:
   1. If Total Contract Value is greater than or equal to 500,000

Apply Conditions

1. Highlight the Price Lock terms and apply the “Price Lock = True” condition.
2. Highlight the Customer Logo Rights terms and apply the “Logo Rights = True” condition.
3. Highlight the Customer Case Study terms and apply the “Case Study = True” condition.

Tag Remaining Properties on Your Order Form

1. Tag Counterparty Name.
2. Tag Counterparty Address.
3. Tag Billing Email.
4. Tag all Counterparty and Company signature tags.
5. Remove all highlighted text. Click the Edit toggle, highlight text, then select clear highlight icon indicated by an A inside of square. Click the Tag toggle when you're done.

Configure the Review Step

1. Click the Review tab.
   • Add your finance group as your first approver.
   • Add your legal group as your second approver.
   • Under Review Settings:
     • Set your “internal party” under whose turn it is when starting review.
     • Select Advanced download permissions.
       • Click add download permissions.
       • Under who can download select “Legal” and set when to “Always”.

Configure the Sign Step

1. Click the Sign tab.
2. Add advanced conditions under the company signer.
   • Apply the condition “TCV < $50K” and select a group of your choice (recommend a sales manager group).
   • Select plus sign under advance conditions to include another. Apply the condition “TCV Between $50K-$500K” and select a group of your choice (recommend a sales leadership group).
   • Add additional advanced condition. Apply the condition “TCV > $500K” and select a group of your choice (recommend an Executive group or your “CFO”).
   • Add Legal Ops group for if no condition is met.
3. Set your Legal Ops group as your Signature Coordinator.
4. Set any other Signature settings as you see fit.

Configure the Archive step

1. Click the Archive tab
2. Set Record Type as static and select Order Form.
3. Set Auto-archive to Never.
4. Assign Legal Ops as Archiver.

Test Your Workflow

1. Test your launch form inputs by using Preview Mode.
2. Alternatively, test your workflow end-to-end by publishing the workflow and using Sandbox Mode.

Result

A Sales Order Form workflow is created in Ironclad. Sales reps and business users can start a new contract and initiate the process by filling out the guided launch form where they’ll provide the following details:

• Customer Name
• Customer Billing Address
• Customer Billing Email
• Payment Terms
• Contract Start Date
• Discount Amount
• Special Terms
• Products and Services (Product, Unit Price, and Quantity)

Signers are automatically assigned based on deal type (e.g., CFO needs to sign off on the contract if the Total Contract Value is > $500K), and once the contract is executed, key metadata (e.g., total contract value, special terms, and customer details) is captured in Ironclad’s Repository for reporting and compliance.

Tips & Variations

• With the Salesforce integration, your Sales Order Form workflow becomes even more efficient. Sales reps can launch the workflow directly from Salesforce, with key deal details—like customer name, product info, pricing, and discounts—automatically pulled in to streamline the process and reduce manual entry.
• Learn how to configure the Salesforce Integration in this Configure Ironclad’s Salesforce Integration course.