Using Advanced Mode in Condition Builder

SpotDraft lets you define sophisticated conditions that trigger approvals based on data within the contract. This article explains how to use the "Conditions Based on Contract Variables" feature to create complex conditions as formulas in the advanced mode.

Understanding the Advanced Condition Builder

• Using the advanced conditions builder in SpotDraft, you can combine multiple variables and functions to create complex criteria that trigger approval requests. 
• The builder supports various functions and operators, allowing for nuanced scenarios that are impossible to set with the basic condition builder.

How to Set Up Complex Conditions

1. Navigate to the Workflow Manager:
   • Go to the "Manage" section in SpotDraft.
   • Click on "Workflow Manager."

2. Select a Workflow:
   • Click on the workflow for which you want to set up approvals.
   • This will open the workflow details page.

3. Go to Approvals Settings:
   • On the workflow details page, you'll see a section on the left-hand side labeled "Additional Options."
   • Click the "Approvals" button. This will open the "Approvals" section for this workflow.
   • Note: We are gradually rolling out the Condition Library, a central place to define and manage reusable conditions for your workflows. The Condition Library allows you to create advanced conditions once and use them in multiple places, simplifying maintenance.
     • If the Condition Library is available in your workspace: For better organization and reusability, we highly recommend creating your advanced conditions there first. See our guide on Managing Conditions with the Condition Library for detailed steps on using the library. Once created, you can select your condition from the dropdown menu when setting up your approval or other workflow component.
     • If the Condition Library is not yet available: You can continue to define and use advanced conditions directly within the approval using the advanced mode as described in the steps below.

4. Add a New Approval:
   • Click the "Add Approval" button to create a new approval step

5. Configure the Approval:
   • Approval Name: Give the approval a descriptive name (e.g., "Finance Approval," "Legal Approval").
   • Approver: Select the individual or team responsible for approving contracts within this workflow.
   • Instructions: Write clear instructions for the approver, explaining what they need to review and what actions they should take (e.g., "Please review all commercial details and payment terms before approving").

6. Choose When the Approval is Required:
   • Select “Conditions Based on Contract Variables” option for when this approval is required. This allows you to request approval only if the specific conditions configured based on data fields in the contract are TRUE.

7. Switch to Advanced Mode:
   • Click the "Conditions Based on Contract Variables are met" radio button.
   • In the "Approval Collection" section, you'll see a button labeled "Switch To Advanced Mode." Click this button.

8. Write Your Conditions as Formulas:

   • You can now write your conditions using formulas within the text box.

   • The formula editor provides a list of supported functions and variables, along with autocomplete suggestions to help you write your conditions efficiently.

   • Example: As you type "Equals(department," SpotDraft will suggest relevant variables like "department," "cp_country," "deal_value", etc. Select the correct variable to complete your formula.

   • For detailed information on supported functions in the formula editor, you can refer to this comprehensive article.

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Pro Tip: Understanding Errors in the Formula Editor

If you encounter an error while writing your formula, SpotDraft's formula editor will highlight the problem area with a squiggly red underline. Hovering your mouse over the red underline will display a pop-up message that explains the error and provides guidance on how to fix it.

For detailed information on common errors and solutions when setting up approval conditions, you can refer to this comprehensive article.