Workflow orchestration: Conditional steps

Conditional steps allow you to use the details of a request to route it through different paths in your workflow. This feature includes a rule builder that doesn't require coding and helps you create rules based on the form fields and values.

Create a Conditional step

Set up a Conditional step to direct the request through multiple conditional paths after a specific step. For example, if the volume or spend in a request is above a certain threshold, you may require approval from specific users in your organization. If it is below a certain threshold, approval is not required, and bidding should be opened immediately.

To add a conditional step to the workflow orchestration:

  1. Select the + icon found on each step
  2. Click Add Conditonal Step to add a step
  3. Select the actions icon to edit the Conditional step
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Figure 1. Conditional paths

Available condition types

Condition Criteria Example use case
Intake condition Define conditions based on the requester input in the intake form Defining approval flows based on the business unit and value of the request
Bid count condition Define conditions based on the number of bids received Automating awarding if you receive at least three bids
Bid field condition Define conditions based on input in the bid sheet Automating awarding a bid meets the target

Add a Conditional rule

After including a Conditional step, set up a Conditional rule to specify when the request will be directed to a particular exit path.

  1. Select +Add conditional rule
  2. Enter the name of the exit path — which will appear as a node on the step in the workflow — in the Name field
  3. Begin building your conditional rule by adding a condition. The configuration options will vary based on the field's input type, whether it is text or numeric

Add intake condition

Define criteria based on the requester's input in the intake form. Establish approval processes according to the business unit and the request's value.

  1. Select +Add intake condition
  2. Under Where, from the Select an Intake form field, select the intake field you want to use in the rule

For numeric input fields, observe the following guidance:

    • Select an aggregator — either Sum, Min, Max, or Average. An aggregator function is required because the system may be evaluating based on multiple items in the request Sum is the most commonly used aggregator
    • Select a comparison operator — is equal to, is not equal to, is greater than, is less than, is greater than or equal to, is less than or equal to
    • Enter a value in the final field

For text input fields, observe the following guidance:

    • Select a comparison operator — contains all (all values must be present for the condition to be satisfied), contains any (any value must be present for the condition to be satisfied) does not contain any (no value must be present for the condition to be satisfied)
    • Enter a value, or multiple values in the final field

Add bid count condition

Define criteria based on the number of bids received. Automatically award if there are at least three bids.

  1. Select +Add bid count condition
  2. Under Where the number of bids received is at least, enter the number of supplier bids that must be submitted for the condition to be satisfied
  3. Select For all items, or For any item
    • If you select for all items, the rule must be satisfied for all items in the request; if you select for any items; it has to be satisfied for at least one of the items

Add bid field condition

  1. Select +Add bid field condition
  2. Under Where the bidder field,from the Select a bidder field, select the intake field you want to use in the rule

To include an additional condition that needs to be met for the request to be directed through this route, simply click on the Add condition button.

To add another exit path, click Add conditional rule, and add conditional rules as required.

Under If no conditions are met, route request through, enter the name of the exit path the request will be routed through if no conditions are met in any of the conditional rules you configured.