Sales has configured a workflow to automatically create the first task in the chain of approvals that push a contract through its Contract Lifecycle Management (CLM) system in Office 365 and SharePoint. The lifecycle and first workflow are covered in the Office 365 and SharePoint – Sales Contract Lifecycle Management (CLM) – Starting with SharePoint Designer post.
Review the Workflow Design
Also seen in that post is the drawing Sales produced to describe the activities and owners associated with the CLM tasks. For reference:
The first workflow created the first task when a Sales Contract was changed. It was designed with safeguards so that, as the contract continues to be updated, the first task in the CLM activities will only get created once. Now, Sales will build the second part of the workflow which listens for changes (approvals/rejects) to tasks in the Sales Contract Lifecycle Tasks list. The basic logic repeats itself either creating the next task in the chain of tasks and updating the contract, or ending the workflow and setting the contract to Closeout – Completed.
Updating Tasks and Contracts with the SharePoint Designer Workflow
Let’s jump right into the video for this one. If you would like more context and background on getting to this point in SharePoint Designer, please read the O365 and SharePoint – Sales Contract Lifeycle Management (CLM) – Starting with SharePoint Designer post.
Here’s how Sales builds out the initial part of the Sales Contract Tasks CLM workflow:
As in the previous post, you should add logging so you can view the Workflow History list if anything goes wrong or if you want to keep an audit.
Let’s test this first stage out.
Now, let’s see how Sales builds out the rest of the workflow using copy-and-pate. Then, they’ll test from the beginning:
The final workflow is built – here’s the Sales Department run:
Let’s look back at the work that Westmorr Consulting’s Sales Department has completed. If you’ve followed along then you too have:
- Launched a new Intranet with several sites and sub sites.
- Worked with permissions.
- Created custom site columns and content types
- Created lists built on those site columns and content types.
- Worked with advanced settings on those lists to update default content types, form settings, and views.
- Built and launched workflows that drive a sales contract through the CLM stage gates.
Now, Westmorr Consulting’s Sales Division is going to bring much more of the organization’s O365 and SharePoint business management solution to life.