You can map all entity fields and properties, such as status, relationship type, and risk score, into a workflow and use them to build conditions. This is especially useful for automating workflow behavior based on the selected entity.
For example, you can display specific language in a document when a known vendor is selected or trigger additional approvals when a vendor is flagged as high risk. These conditions help ensure consistency and reduce the need for manual intervention.
Entities are not supported in sandbox mode.
Best Practice: Once you have customized the entities section, we recommend walking through Use Entities in Workflows. This article will walk you through how to use entities on launch forms.
Use Case
At Classics Inc., the legal team wants to automate contract workflows based on counterparty details. By mapping entity fields—such as status, relationship type, and risk score—into the workflow, they can build conditions that adjust workflow behavior automatically.
For example, when a known vendor is selected, specific contract language is displayed in the document. If a vendor is flagged as high risk, the workflow automatically triggers additional approval steps.
Permissions
| Features | Workflow Designer, Entities |
| Permissions | Admin role OR Repository and Entities = View, edit, and create access to all Record types and Entity types (current and future) AND Workflow Designer = Ability to create and edit all workflow configurations |
Create Condition Using Entity Properties
- Click on the Workflow Designer tab and select the workflow configuration you want to modify. Click on the Create tab.
- Locate and click on the entity launch form question. By default, the question is ‘who is the counterparty’.
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If you have not done so already, map the entity properties you want to use in your condition 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 the field is being populated from the entity. For those questions, you cannot use formulas or different default values.
If you do not want these questions to display on the launch form, you can create a new section and hide it so that the questions in that section only display during the Review step.
- Click Save.
- In the Properties and Conditions panel located on the left, click the plus icon.
- Under the Add, select Condition.
- Name your condition.
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Configure your ‘if’ statement by selecting a property and defining whether it should meet a specific value, not meet it, or be empty to satisfy the condition. To add more rules to the condition, click Add Rule.
- Click Save.
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