How to set up a standard workflow?

In the Contract Legal Management module (CLM), launching a workflow notifies the validators and signatories that an action on the document is required.

To secure and automate the validation and signature process in your company, it is possible to set up predefined workflows (also called standard workflows).

These workflows are suggested to your users based on specific criteria, defined by the administrators of the platform.

In this article, you will learn how to set up these workflows for your users:

• How to create predefined workflows?
• How to set up predefined workflows?
• Some examples of predefined workflows.

Depending on your role on the platform, you can launch a personalized workflow to not be restrained by those standard (like administrators, lawyers, and business managers.)

Other users will have to use the predefined workflows that are suggested. Secure the sending to validation and signature that way. 

To know more on the sending to validation/sending on DiliTrust, see the dedicated article.

How to create standard workflows?

Open your settings and access the predefined Workflow tab.
At the bottom left of your screen, click on Add a workflow to create a new one and start setting it up.

How to set up standard workflows?

When setting up a workflow, ask the following questions: Who validates/signs (validators and signatories set up)? Which documents (condition set up)?

Who validates/signs (setting of validators/signatories)? Which document (setting of conditions)?  

For each predefined workflow, you will have to set up the following elements: 

• Title : Name your workflow by clicking on the pen icon ✏️, it should be transparent for your users. Example "workflow - service agreement contract of more than 100k€".
  
  
• Conditions in which the workflow will activate when the only for the specific contracts is activated. When activated, you can add one or more conditions applying to the workflow. These conditions must correspond to either a document type or an attribute in your summary sheets.
  
  Add as many conditions as needed, however note that all conditions must be completed for the workflow to be activated.
  Example:
  • Condition "Contract type" = Service agreement contract ;
  • Condition "Contract amount range" = from 0 to 100 k€.
    If you wish to set up workflows depending on an amount range, you must set up this field in the summary sheet. To do so, contact the support team.

• Indications for use: Specify here all useful information for your users in launching this predefined workflow.
  
  

• Validation: Indicate the validators concerned by the present predefined workflow, that will need to intervene in the validation of one or more documents. The validator must be a user with a DiliTrust account.
  You can create one or more validations steps. For each step, you can one or more people/team(s). You can then indicate:
  • Anyone/Everybody:
    • Anyone: Only one person among those indicated needs to validate the document to move to the next step.
    • Everybody: Every person indicated needs to validate to move to the next step.

• Apply to: Indicate the circumstances in which the validator(s) previously indicated will intervene.
  Example: If you have a contract with a personal data stake, the DPO will be integrated in the validation workflow. In this case, in the "Apply to" section, indicate, "Contract with a personal data stake" = "Yes" and enter the DPO in this validation step.
  The conditions are either about a document type or an attribute/ Clause in the summary sheet. Contact the support team if you wish to add an attribute in your summary sheet.

• Signature: Indicate the signatories that will intervene to sign the documents concerned by the predefined workflow. A DiliTrust account is not mandatory for them to sign a document.
  You can create one or more signature steps. Only one signatory can be added at each step.

Depending on the defined conditions, a user may be offered one or multiple predefined workflows, especially if their contract's conditions correspond to multiple predefined workflows.

Some examples of predefined workflows.

Before you start setting up your workflows on DiliTrust, we recommend that you materialize them in a document in order to frame your thinking and the following setup.
The number of conditions, validators and signatories is not limited.

Here are some examples of criteria that can condition the workflow:

• Type of document
• Country
• Contract amount
• Business Unit
• Department (Legal, Purchasing)
• Contract amount

As a reminder, to use a condition, the field must be set up in your summary form. These conditions can be integrated to identify the workflow that is needed, but also to determine the validators and signatories that need to intervene in the document.

Example:
the Legal department wishes to put in place a specific workflow for their service agreement, for the Sales department, with validators identified depending on the contract's amount.

The conditions would be:

• Only for specific contracts:
  • The type of contract = service agreement
  • Department= sales
• Conditions:
  • Contract amount
    It is recommended to have in your summary sheet a "Range of contract amount" with a list of options corresponding to the validation threshold (<10 k€, between 10 k€ and 100 k€, between 100k€ and 1M€, etc.)

Each validator, will have their own conditions, based on the contract amount:

1. If the rent amount if inferior to 1 000 euros, the document will be validated by Validator A.
2. If the amount is between 1 000 and 2 000 euros, the document is validated by Validator a then Validator B.
3. However, if the amount is superior to 2 000 euros, then the document is Validated by A then Validator B and Validator C