A user with the Workflow Admin permission can create one or more routing tables to identify the approver roles and associated functions that a user must have in order to approve a Gateway step in a workflow. A Gateway step can be associated with an action, task, or a document that requires the approval of one individual (Simple Gateway), or more than one individual (Gateway).
A routing table is needed in the Workflow Wizard when a user adds a workflow to a Company, Contract, or Project Profile and selects a workflow template that contains a Gateway step. In order to successfully complete the wizard and add the workflow to the Profile, the user must select the routing table that was designed to work in conjunction with the workflow template since the user function(s) defined in the table must have the authority to approve the Gateway step(s) defined in the workflow template. Therefore, the Workflow Admin must create and name a routing table so that it is easily identifiable for the workflow template that it references, and the routing table must contain the appropriate approver roles and their associated functions. The appropriate restrictions must also be set so that the routing table is only available for the workflow templates for which it was designed.
Before setting up a routing table, ensure the categories for your routing tables have been added using the Lists feature. For example, you could add Company, Contract, and Project categories since workflows can be added to Company, Contract, and Project Profiles.
1. Click Admin in the Navigation Toolbar, and click the Workflow link.
2. In the Workflows menu, click Routing Tables.
3. In the Routing Tables browse screen, click New in the toolbar.
4. In the Routing Table Edit screen:
- Enter a descriptive name for the routing table in the Name field.
- Make a selection in the Category field to categorize the routing table.
When a user runs the Workflow Wizard, all the routing tables in a category are available for selection in a Gateway step when the step in the Workflow Template is associated with the Routing Table category.
- Enter a description of the routing table in the Description field so that its purpose is easily distinguishable from other routing tables.
5. In the Routing Table Behavior section of the screen, select one of the following radio buttons:
- Standard - select if all approvers listed in the routing table must approve the step to complete it. Conga Contracts (formerly Novatus) sends consecutive emails messages as each user approves the step. However, if any user declines approval, the other users are notified that the step was not completed.
The order in which Conga Contracts (formerly Novatus) send email messages, requesting approval of a Gateway step in a workflow is determined by the Workflow Step Owner Selection step in the Workflow Wizard.
- Parallel - select if all approvers listed in the routing table must approve the step to complete it. Conga Contracts (formerly Novatus) sends email notifications to all approvers at the same time.
- Parallel Single - select if only one of the approvers listed in the routing table must approve the step to complete it. Conga Contracts (formerly Novatus) sends email notifications to all approvers at the same time, but as soon as one user approves/declines the step, the other approvers are notified by email.
6. Click Add Approver to add an approval role to the routing table:
- Double-click in the Description field to activate it, and then enter a description for this approver.
- Be concise, but clear since this description displays when a user is assigning the Gateway step in the Workflow Wizard, and it also appears in the email message that is delivered to the those who can approve the step.
- Double-click in the Functions list to activate it, and then select the user function(s) for the Gateway step, allowing users who hold the selected function(s) to approve the step.
- (Optional) Select the Traverse check box to use the Conga Contracts (formerly Novatus) hierarchy function for this approver, which automatically assigns the next higher user role to the Gateway step if there are no program users who currently hold the specified user role(s).
To re-order the approvals, click on the approval record to select it, and then drag-and-drop the approval to the desired position in the list. If you are successfully moving the approval, the prompt displays.
7. Click Save.
Setting Routing Table Restrictions
In order for a Routing Table to function properly, restrictions must be set limiting the table to ensure it is used properly. If you leave these fields blank, users can select the routing table when they run the Workflow Wizard and select any workflow template that uses a routing table.
1. In the Routing Table Edit screen, click the Restrictions tab.
2. Make the appropriate selections to restrict the use of the routing table when the Workflow Wizard is run from a Company, Contract, or Project Profile:
- Company multi-select lists
- Company Group
- Legal Entity
- Project Type multi-select list
- Contract multi-select lists
- Contract Type
- Contract Group
- Agreement Type
3. (Optional) Enter a value in the Minimum Value and/or Maximum Value fields to set the monetary range for the contracts, companies, or projects that can use this routing table.
4. Click Save.