SpotDraft's Condition Library is a powerful feature designed to streamline how you define and manage complex logic across your contract workflows. It allows you to create reusable conditions that can be applied to various components within a workflow, ensuring consistency and simplifying maintenance.
Note: This functionality will be rolled out gradually. If you want to enable it for your workspace now, please reach out to your customer success representative.
Why Use the Condition Library?
The Condition Library fundamentally changes how you handle conditional logic in SpotDraft workflows. Instead of defining the same criteria repeatedly for different parts of a workflow, you define it once in the library and reuse it wherever needed.
The key benefits include:
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Reusable Logic: Define conditions once and apply them anywhere.
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Simplified Maintenance: Update a condition in one place, and changes reflect everywhere.
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Future-Proofing: Build complex logic for upcoming features like conditional routing and signatories.
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Improved Consistency: Ensure the same criteria is applied consistently across workflows.
What is the Condition Library?
The Condition Library is a central repository within SpotDraft where you can define, organize, and manage reusable conditions. These conditions are combinations of rules based on contract variables (data fields from your intake form or questionnaire) that evaluate to either TRUE or FALSE.
Accessing the Condition Library
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Navigate to the Workflow Manager:
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Go to the "Manage" section in SpotDraft.
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Click on "Workflow Manager."
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- Select a Workflow:
- Click on the workflow for which you want to set up approvals.
- This will open the workflow details page.
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Go to the Condition Library:
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On the left-hand side under "Additional Options," click the "Condition Library" option.
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Creating a New Condition
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Click "Create New Condition":
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In the Condition Library, click the "Create New Condition" button.
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Define the Condition Details:
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Name: Give your condition a clear, descriptive name that indicates its purpose (e.g., "High Value Deal > 1M USD"). This helps you easily identify it later.
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Description: Provide more details to help users understand when this condition should be applied to contracts (e.g., "Applies to contracts with deal values above 1 million US dollars").
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Rule: Define the actual criteria for the condition. This rule can be based on:
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Variables: Select a variable from your contract questionnaire/intake form, choose an operator (Equals, Greater Than, Less Than, etc.), and set a value.
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Existing Conditions: You can also use other conditions already defined in the Condition Library as part of your rule.
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You can add multiple rules and combine them with AND/OR operators to create complex logic.
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Create the Condition:
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Click the "Create" button. Your new condition will be saved in the Condition Library.
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Pro Tip: Want to trigger an approval only when a contract drafted from a template undergoes redlining? Create a condition in the Library and set its rule to: 'Contract Workflow' 'Is Equal To' 'Drafted from templates (Redlining)'.
Pro Tip: Want to build truly complex conditions right away? While creating a new condition, you can switch to the Advanced Condition Builder for full formula-based logic, allowing you to define sophisticated criteria from the start.
Understanding Condition IDs
When you create a condition, SpotDraft automatically assigns it a unique ID. This ID is useful if you are creating conditions in the advanced condition builder. The Condition ID is generated by the system and cannot be changed.
Editing a Condition
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Go to the Condition Library: Follow steps in "Accessing the Condition Library".
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Select the Condition: Find the condition you want to edit in the list and click on its name.
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Make Changes: Modify the Name, Description, or Rule as needed.
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Save Changes: Click "Save." Changes made here will automatically apply everywhere this condition ID is used within your workflows.
Viewing Condition Usage
Before editing or deleting a condition, it's helpful to see where it's currently being used within your workflows.
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Open the Condition: Follow steps for Editing a Condition.
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Go to the "Usage" Tab: Click on the "Usage" tab within the condition details.
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Review Usage: This tab lists all the specific workflow components (like approvals, and potentially future features like signature steps) that are currently referencing this condition within workflows. This helps you understand the impact of any changes you might make.
Deleting Conditions
You cannot delete a condition from the Condition Library if it is currently being used in any workflow component (such as an approval, or another condition). To delete a condition that has usage, you must first:
- Go to the "Usage" tab for that condition to see all the places where it is used.
- Navigate to each listed workflow component and remove the reference to the condition.
- Once the condition is no longer in use anywhere, you will be able to delete it from the Condition Library.
Using a Library Condition in a Workflow Component
Once a condition is saved in the Condition Library, you can easily use it when configuring different parts of your workflows (e.g., setting the trigger for an approval).
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Navigate to the Relevant Workflow Section: Go to the section of your workflow where you want to apply conditional logic (e.g., the "Approvals" section).
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Configure the Conditional Aspect: When setting up a feature that requires a condition (e.g., choosing "Conditions Based on Contract Variables" for an approval), you will be prompted to select or define the condition.
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Select a Condition from the Library: Look for the option to select an existing condition. You will see a list of conditions available in your Condition Library.
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Choose Your Condition: Select the condition you want to use.
Pro tip: Can't find the condition you need in the library? You don't have to navigate away! You can create a new condition directly by clicking on the "Create new condition" in the dropdown.
Pro tip: Need to quickly tweak a condition you're about to use? You can often edit an existing condition directly from this touchpoint without navigating back to the main Condition Library.
Note: The conditions in the condition library today can only be used for creating approvals in the new approval system. If you are on the old approvals system, you will not be able to use it.
Avoiding Circular Conditions
When creating new conditions, especially when referencing other existing conditions as part of the rule, it's important to understand what a circular condition is. A circular condition occurs when the definition of one condition indirectly or directly relies back on itself. For example, if Condition A's rule includes Condition B, and Condition B's rule includes Condition A.
Creating circular conditions can lead to evaluation issues. To prevent this, SpotDraft includes a validation check that prevents circular conditions from being saved.
The Condition Library is designed to empower you to build more intelligent and maintainable contract workflows. Start by identifying common criteria in your existing workflows and defining them as reusable conditions!