Configuring Workflow Actions

For background please read Kanban Workflow Engine - An Introduction

What is a Workflow Action?

Workflow Actions allow Gatekeeper users to create or update a Supplier or Contract record within a Workflow Phase using data that has already been entered into a workflow form.

Who can Configure a Workflow Action?

Users with the following permissions can configure a Workflow Action:

How to Add an Action to a Workflow Phase?

  1. Open Workflows.
  2. Click the Edit Configuration Icon on the Workflow Phase that you will be adding an Action to.
  3. Select Edit this Phase.

4. Select Actions from the Workflow configuration menu.
Note: An action can not be added against a Workflow Start Phase.

5. Select an Action from the available options (only one action can be selected).

Note: You will not be presented with certain options if you have not added a predefined contract or supplier form section to the Workflow's Form.

Click Here to read more about Setting up a Form within a Workflow.

Action Definitions:

  1. Create Contract - The ability to create a contract record (your form must have a predefined contract section)
  2. Update Contract - Update an existing contract record (your form must have a predefined contract section)
  3. Clone Contract - Clone an existing contract record
  4. Create Supplier - The ability to create a supplier record (your form must have a predefined supplier section)
  5. Update Supplier - Update an existing supplier record (your form must have a predefined supplier section)
  6. Invite / Notify Owner To The Supplier Portal - Invite and notify Card Owners to the Supplier Portal if they are not already invited. They will receive a Supplier Portal email invite and also an email inviting them to the specific card.

  7. Create Contract with eNegotiate Draft - The ability to create a contract draft using a pre-saved Contract Template
  8. Create Contract and Associate Contract Draft - The ability to create a contract draft by uploading a new Word Doc file or using a Word Doc file uploaded in the initial request form (Your form must have an editable file upload section)
  9. Submit Contract Draft - The ability to submit and receive new contract draft versions (using Track Changes) as part of the eNegotiate process
  10. Publish Contract Draft & Upload PDF - The ability to publish a final contract draft by uploading a PDF version.
  11. Publish Contract Draft & Convert MS Word To PDF - The ability to publish a final contract draft by converting the MS Word document to PDF in the phase workflow card.
  12. Enable eSign - The ability to initiate the eSign process (previous phases most have a form, create draft and publish actions)

Submit Card on Action:
Certain selected actions will present you with an additional option to 'Submit Card on Action'. When enabled, cards will automatically transition to the next phase when a user completes that action. This is available for Creating, Updating or Cloning a Supplier or Contract.

Choose the actions appropriate to your workflow phase and click Save

How to use a Workflow Action?

The following example demonstrates how to use the 'Create Contract' action within a workflow.
NOTE: All other actions operate in a similar way by following the prompted buttons within the card

  1. Open a card that is currently within a phase that has an action attached to it. In this Workflow, it is the Create Contract Record phase.

2. Click the Create Contract button

3. You will be routed to the Create Contract page as pictured below. This page will give you an overview of where the form data will be created within the Gatekeeper Contract Record. 

4. Edit or Add any fields within the Contract Data column where appropriate.
Note: All data under the Contract Data column will be used to create the Contract Record.

5. Scroll down and click Create to create the contract record in Gatekeeper. 

6. The Icon highlighted below will appear on the Workflow Card to signify it is now attached to a Contract Record. Clicking this icon will route you to the record.

Note:
The Workflow Form will be saved under the Forms tab of the Contract Record. 

NOTE: All other actions operate in a similar way by following the prompted buttons within the card