You can create a new entity from an active workflow.
When launching a workflow, business users without permission to create new entities can still enter data into contract fields on the launch form. Later in the workflow, someone with create entity permissions (like procurement or legal ops) can review that information and officially create the entity.
Best Practice: You can use conditions (like “entity is empty” or “vendor is new”) to route this task. When the entity is created, the system then auto-fills the form using the business user’s inputs to speed things up.
Use Case
The procurement team at Classics Inc. often works with new vendors that are not yet in the entity database. While launching a workflow, a business user enters information for a new counterparty into the launch form, even though they do not have permission to create the entity itself.
Later in the workflow, a legal operations team member reviews the submitted information and creates a new entity for the vendor. This ensures that the workflow is correctly linked to the new counterparty, all relevant contract fields are populated, and the entity database stays up to date.
Permissions
| Features | Dashboard, Entities |
| Permissions | Admin role OR Repository and Entities = View, edit, and create access to all Record types and Entity types (current and future) |
Create a New Entity from an Active Workflow
- In the summary window, click Open overview page indicated by a two arrows icon.
- Under Properties, click Edit. The Edit Information window displays.
- In the Entities Counterparty field, type the counterparty name you want to create, and then 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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