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. You can use these entities to populate information on your launch form.
After publishing a 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.
In Workflow Designer, admins can configure the entities section that will be presented on the launch form.
Use Case
The legal team at Classics Inc. frequently works with outside vendors. To reduce manual data entry when launching new workflows, they rely on entities as a central source of truth for counterparty information.
When launching a new workflow for a contract with WonderWeb, the team types "WonderWeb" into the Entities Counterparty field. The dropdown displays the existing entity profile for WonderWeb, which they select. The company’s address and other details automatically populate the mapped fields on the launch form.
Permissions
| Features | Entities |
| Permissions |
To select an entity when launching a workflow, users need at least one of the following permissions:
To add or edit an entity on a workflow or record, users need edit access to that contract. To connect entities in bulk, users must be admins. |
Use Entities to Populate Information on a Launch Form
You can use entities to populate information on your launch form. In the counterparty field, enter the name of the entity and select it from the dropdown. The entity's information automatically populates any launch form questions mapped to entities.
Note: If the counterparty does not have an existing entity and you do not have create permissions, enter the counterparty information as you would in a typical intake form. This does NOT create a new entity.
A new entity must be manually created from the Entities Dashboard or created within the launch form by a user with create entity permissions.
Create a New Entity on the Launch Form
If you have general create entity permissions OR create permissions for the relationship types set for the launch form, you can create a new entity directly within the launch form.
When you type a counterparty name that does not currently exist in the Entities Counterparty field, you can click Create entity ‘Name’. The create entity modal displays where you can create the entity as you would within the Entities Dashboard.
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