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Configure Workflow Actions

This article describes the purpose of each workflow action and how to configure them, including both manual and AutoActions.

 Take Control

   Estimated Read Time: 13 minutes

Sections in this article:

Note: For background on workflows, see Kanban Workflow Engine - An Introduction

What is a Workflow Action?

A workflow action is a task performed within a workflow that modifies Gatekeeper records outside the workflow. These actions streamline administrative processes by ensuring data is correctly processed and stored. For example, actions can be used to:

  • Create a new contract or vendor record
  • Update an existing contract or vendor record
  • Upload a new version of a contract document
  • Send a document for eSignature

Workflow actions ensure that users perform specific activities at the appropriate workflow phase.

Manual vs Automatic Actions

Workflow actions can be categorised as:

  • Manual Actions: Performed by users who open a card and click an action button to perform the relevant task. For example, they might create a contract record manually by reviewing the form data and making updates at the same time. 
  • Automatic Actions (AutoActions): Performed automatically by Gatekeeper when a card reaches a phase where they are enabled. For example, a contract record can be created automatically using submitted form data, as well as any pre-set values. 

Note: AutoActions can fail if certain conditions aren't met. For example, a contract can't be created if mandatory fields are missing.

Enable an Action on a Phase

Note: To configure workflow actions, users must be a workflow administrator or local workflow administrator. To learn more, see Workflow Authorisation Overview.

To configure actions on a workflow:

  1. From the navigation menu, click Workflows.
  2. Click the relevant workflow to edit it.
  3. Click the phase that requires an action to edit it.
  4. From Actions, select the appropriate checkbox to enable the action.

enable actions

Note:

  • Actions cannot be configured in the first phase of a workflow as this is used to initiate a process.
  • Some actions are unavailable in a given phase if others have already been enabled. These will appear greyed out to indicate they cannot be selected.

Available Workflow Actions

The following sections will detail the various actions available within a workflow phase.

Contract Actions

These actions will be available to select if the predefined contract section with the core contract metadata fields has been added to the workflow form.

Action Description Notes
Create Contract

Prompts the user to review form data and complete any missing details in order to manually create a new contract record.

create contract		 If Create Vendor is also needed, enable the actions in separate phases, with the vendor created first.
AutoAction | Create Contract Automatically generates a new contract record without user input. This uses the data submitted in the form, as well as any pre-set values. If Create Vendor is also needed, enable the actions in separate phases, with the vendor created first.
Update Contract

Prompts the user to review submitted details and compare them with the original data before manually updating an existing contract record.

update contract		  
AutoAction | Update Contract Automatically applies form data to an existing contract without user input. This uses the data submitted in the form, as well as any pre-set values.  
Clone Contract

Prompts the user to duplicate an existing contract record, creating a new, linked version in your repository. This includes audit history and attached files.

 This will not be available if the contract you are trying to clone was created as part of the same workflow.

 

    Vendor Actions

    These actions will be available to select if the predefined vendor section with the core vendor metadata fields has been added to the workflow form.

    Action Description Notes
    Create Vendor Prompts the user to review form data and complete any missing details in order to manually create a new vendor record.
    		 If Create Contract is also needed, enable the actions in separate phases, with the vendor created first.
    AutoAction | Create Vendor Automatically generates a new vendor record without user input. This uses the data submitted in the form, as well as any pre-set values. If Create Contract is also needed, enable the actions in separate phases, with the vendor created first.
    Update Vendor

    Prompts the user to review submitted details and compare them with the original data before manually updating an existing vendor record.

    update vendor    		  
    AutoAction | Update Vendor Automatically applies form data to an existing vendor without user input. This uses the data submitted in the form, as well as any ppre-set values.  
    Update Vendor with Market IQ | Financial

    Prompts the user to link a vendor with Market IQ Financial by entering the relevant details to find the correct company.

    		 Requires the Market IQ Suite. This action is not available with Market IQ Lite. 
    Invite / notify Card Owner to the Vendor Portal Sends an invitation email to the card owner for the Vendor Portal if they are not already invited. Can only be selected on a Vendor Portal phase.

     

    eNegotiate Actions

    These actions relate to the eNegotiate process, which allows you to create, redline, publish and sign a contract document via Gatekeeper workflows. See Configure eNegotiate for further details. 

    Action Description Notes
    Create Contract with eNegotiate Draft

    Prompts the user to create a new contract record and generate a draft using an eNegotiate contract template and the details submitted in the form.

    Available options depend on which eNegotiate templates are configured for specific contract types.
    See Create Contract with eNegotiate Draft for a full walkthrough.
    Create Contract and associate a Contract Master Draft Prompts the user to create a new contract record and upload a .doc, .docx, or .pdf as the master draft, or select one already uploaded within the workflow form.
    		 See Create Contract and Associate a Contract Master Draft for a full walkthrough.
    Generate Draft from Contract Prompts the user to generate a draft using an eNegotiate contract template and the details submitted in the form, which is then automatically linked to an existing contract record.
    		 Contract record must already exist. Available options depend on which eNegotiate templates are configured for specific contract types.
    Associate a Contract Master Draft Prompts the user to upload a .doc, .docx, or .pdf as the master draft, or select one already uploaded within the workflow form, which is then automatically linked to an existing contract record.
    		 Contract record must already exist.
    AutoAction | Associate a Contract Master Draft Automatically selects a file uploaded via the workflow form as the draft and links it to an existing contract record. You can configure whether this uses the Lumin Intake file or a specific file upload field. Contract record must already exist.
    Submit Contract Draft Allows the user (internal or external) to download the current draft, upload a revised version for negotiation or review, or accept or reject the existing draft.

    Office for the web, Google Docs, or OneDrive allows users to edit documents and save changes back to that platform.

    Email - Submit & Approval Only
    hides the reject option in the notification email.
    Publish Contract Draft & Upload PDF Prompts the user to confirm the current draft is final and upload a signed .pdf file.
    		 See Publish Contract Draft & Upload PDF for a full walkthrough.
    Upload Signed Document Prompts the user to upload a document signed outside of Gatekeeper as the final version and marks this as the Master Record.

    See Upload Signed Document  for a full walkthrough.
    Publish Contract Draft & Convert MS Word to PDF Prompts the user to confirm the current draft is final, then automatically converts the .doc or .docx file into a .pdf file.
    		 See Publish Contract Draft & Convert MS Word to PDF for a full walkthrough.
    AutoAction | Generate Draft from Contract Automatically generates a draft using an eNegotiate contract template and the details submitted in the form, which is then linked to an existing contract record.

    Contract record must already exist. This AutoAction will fail if no 
    eNegotiate templates are configured for the selected contract type.
    AutoAction | Publish Contract Draft & Convert MS Word to PDF Automatically converts the .doc or .docx file into a .pdf file.  

    Note: Some actions can be enabled together to give users a choice between options. For example, selecting Generate Draft from Contract and Associate a Contract Master Draft allows users to select a template or upload a new file.

    eSignature Actions

    These actions can be used when a document is ready for signature. 

    Action Description Notes
    Enable eSign

    Prompts the user to initiate a digital signature process via eSign by manually configuring the signatories and send it to them.

    This action will only be available for internal users that have been set up as an eSign sender.

    Inline Only eSign prevents 
    documents from being sent until signature objects (e.g. signature, name, title) are added to the document.

    Display Approval History shows internal signatories all workflow approvals for the card.
    Enable DocuSign Prompts the user to initiate a digital signature process via DocuSign by manually configuring the signatories and send it to them. Requires the DocuSign integration.
    AutoAction | Send for eSign

    Automatically initiates the eSign process using the .pdf file associated with the workflow card, and assigns the internal and external contract owners as signatories.

    Ensure that:

    • The contract has a Master Record draft in .pdf format
    • The contract has an internal and external contract owner
    • The internal owner is set up as an authorised signatory

    External Signatory only requires only the external owner to sign the document.

    Display Approval History shows internal signatories all workflow approvals for the card.

     

    Additional Action Settings

    The following sections detail the settings available after selecting an action.

    Edit AutoAction Values

    When an AutoAction is enabled, by default Gatekeeper will use the values submitted in the form to execute the action. To amend this, click Edit AutoAction Values to determine whether the action will use the values inputted by the form submitter, or a pre-set value that you've configured. 

    Edit AutoAction Values

    For example, in a contract request workflow you may have an initial Create Contract AutoAction, so could apply a Pipeline status to indicate the contracts haven’t yet been executed.

    To configure this: 

    1. Click Edit AutoAction Values.
    2. Deselect the Take Value from Form checkbox for any fields you want to be hardcoded. 
    3. Select the value you want the AutoAction to apply to cards.
    4. Click Save to apply the changes.

    Note:

    • If Take Value from Form is selected and a value is also set in the AutoAction:
      • The value provided in the form will be used, if present.
      • If the form field is blank, the AutoAction value will be used instead.
    • If Take Value from Form is not selected for any field, the AutoAction will not run as expected.
    • Edit AutoAction Values is not available on Publish Contract Draft & Convert MS Word to PDF or Send for eSign.

    Submit Card on Action

    Some manual and AutoActions include an additional Submit Card on Action checkbox. When selected, cards on these phases will automatically transition to the next phase when a user completes the action. 

    submit card on action

    Update Form on Action

    Some manual and AutoActions include an additional Update Form on Action checkbox. When selected, the data used to execute the action is synced back to the workflow form. For example, if a Create Contract AutoAction applies a Pipeline status to the new record, the same status will also be populated in the workflow form to keep both in sync.

    update form on action