- Configure Three Types of Roles:
- How to Assign People to Roles
- How to Modify Approver
- How to Sequence Approvers
- How to Reorder Approvers
- How to Designate Approver Role
- How to Add Conditions
- Intro to Workflow Designer Conditions
- Setting Up Conditions
Configure Three Types of Roles:
The roles below exist in the corresponding tabs on Workflow Designer
Approvers: Assigned to review and approve contracts on the Review step of the Workflow.
Signers: Sign on behalf of your company.
Archivers: If a document has been manually uploaded during a workflow, the Archiver will be assigned to review and approve the final metadata.
How to Assign People to Roles:
Click the drop-down beneath each role to add users.
Note: you may also add Groups if you wish for all of the members of a group to be assignable for a particular role. For example, you may assign the Legal Group to a "Legal Approver" role.
We suggest adding a Group as an Approver, even if there is only one User in that Group. This is so you can add more members to the specific group assigned, and be able to re-assign approvals with ease. For example, adding the "Legal" group under Legal Approver means that, although there may be a default within the group, that approver has the ability to re-assign this approval when needed.
How to Modify Approvers: Add or Remove Approvers, and Add Conditions
By default, Workflow Designers start with one Approver labeled “Legal”. If you don’t need Legal approval, you can delete this or re-label it.
Clicking "Add approver" will reveal a drop-down with two choices:
- Add custom approver
- Add owner/requestor as approver
- The 1st option will add another approver into the same "area," meaning that these approvers will receive approval request notifications at the same time once the workflow is at Review.
- The 2nd option will default approval requests to the Owner of the workflow.
How to Sequence Approvers
In Workflow Designer, it is possible to set up sequential groups so that approvers will be required to approve one after the other.
For example, if you need Finance to approve a contract before Legal, simply click “Add sequential approver” and relabel the roles. Relabel the first Approver “Finance” and label the new approver in the second group “Legal”.
How to Reorder Approvers
To adjust the ordering of Approvers under the Review tab, select the “Order” button on the left-hand side of each Approval role to change the ordering.
Note: This is only for Sequential Approvers.
How to Designate Approver Role
To determine the assignee of the Reviewer role, the first user or group listed in the Assignable Users and Groups section below, will be the assigned user once the workflow has launched. If only groups are list in this section, the Assignment Method will route to the Default user of that group. To change this, remove the first group or user listed, and re-add them below.
How to Add Conditions
Now able to set up your Workflow Designer to only require contract approvals only if a condition is met.
Note: Legal approval may be required only if the Governing Law is set to “England and Wales.” Let’s walk through this example.
Intro to Workflow Designer Conditions
All conditions reference a question in the form.
If the condition’s question is not yet present in a form, first create the question in the Form Builder.
Setting up conditions
Now that you have a question for your condition to reference, start by clicking “Add Condition” in the Attributes Pane to set up the condition.
Note: Label your condition something easy to recognize and understand. Descriptive labels are usually best: e.g. “is England and Wales Governing Law”. This will help you in the future when you come back to edit or modify your Workflow Designers.
Label your condition something easy to recognize and understand. Descriptive labels are usually best: e.g. “is England and Wales Governing Law”. This will help you in the future when you come back to edit or modify your Workflow Designers.
- refers to question you've set up in your Launch Form under Form Builder
In this case, the selection of "Governing Law" is possible since the field was set up as a multiple-choice question in the form.
Note: the IF field will only allow you to choose questions in the form of a dropdown, multiple-choice, number, monetary or date.
- refers to the values that the workflow Owner may provide for the contract.
In this case, selecting "England" and "Wales" is allowed because they were options added to the "Governing Law" field dropdown on the Launch Form.
Click 'Save' in the Conditional Pane when done. The condition will now be represented in the side panel.
- navigate to the Legal role, and select the condition
Once these changes are published, the Legal role will only be required to approve when the Governing Law clause is England and Wales.
(For information on conditional clauses see Creating a Conditional Clause in Workflow Designer.)