Configuring Events

This article covers the Events functionality, which helps users manage ad-hoc tasks with ease. This includes due dates, task owners, approvers, due and completed dates, and recurring options.

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Estimated Read Time: 6 Minutes

Sections in this article:

What is an Event?
Create an Event
Additonal Settings

Event Messages
Global Events List
- Find Events

What is an Event?

Events allow users to manage ad-hoc tasks with ease and efficiency. Users can create and assign tasks with specific due dates and assign an event owner responsible for completing the task. Additionally, tasks can be set as recurring to ensure important tasks are not forgotten. You can also assign an approver, ensuring that all completed tasks meet the necessary quality standards.

Events in Gatekeeper are a part of all plans, and allow you to automate communication with your Gatekeeper community. Events can be created against a:

Contract Record
Vendor Record
Project

Create an Event

From the navigation menu, click the relevant option (for example Vendors, Contracts, or Projects) depending on where you wish to create the event.
Open the record that you would like to be associated with the event.
Click Add, then select Event.
Enter the relevant information in each field.
1. Event Type - Select from the dropdown list. For further details on configuring the dropdown list options, see Configure Dropdown Lists.
2. Owner - Select an Internal or External Owner. This is the person responsible for completing the event. Event Owners must have access to the contract or vendor record that the event is being created for.
3. Due Date - The date the owner should receive the notification advising them the event is due.
4. Event Title - This will be used in the email notification as the subject line. This will default to the name of the object's host, the date, and the name of the person creating the event.
5. Event Description - It's possible to provide further details for the event. This will be used in the email notification as the email content.
Enable the toggles as required to configure the additional settings for the event.
Once the data has been entered, click Save to create the event record.

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Additional Settings

The following sections will detail the additional configuration options for events.

additional settings

Approvals

To add an approver to the event:

Enable the Requires Approval toggle
Select an Approver from the dropdown list of available users.

When the event is due and completed by the event Owner, it will be submitted for approval by the designated user. The Approver will be notified, and has the option to Approve or Reject.

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Recurring Events

To set an event to repeat:

Enable the Recurring Event toggle
Select whether you would like the event to repeat on a Monthly, Weekly, or Yearly basis.
Enter the frequency of how often you would like the event to repeat (e.g.. every 1 week, every 2 months or every 3 years).
Select when you would like the event to end:
1. Forever - The event will continually repeat until you manually change this.
2. Times - Select how many times you would like the event to repeat.
3. Until - Select an exact date of when you would like the event to stop repeating.

Custom Reminders

Custom reminders provide an additional level of notifications for events:

Event Creation - Notifies the Owner of the event upon creation.
Upcoming Reminder - Notifies the Creator (you) or the Owner X days prior to the due date of the event.
Overdue Reminder - Notifies the Creator (you) or the Owner every X days post the Due Date of the event.
Approved - Notifies the Creator (you) or the Owner to that the event has been approved.
Completed - Notifies the Creator (you) that the event has been finalised.

The video below gives a demonstration of Custom Reminders:

Event Messages

Once an event has been created, users can start a message threads within the event record. All messages posted will notify the Creator and Owner (the message sender will not receive a notification for any messages they send).

For further details on the messaging feature in Gatekeeper, please read Messaging.

Global Events List

The repository of all events in Gatekeeper can be accessed by clicking Events on the navigation menu. It can also be accessed within the Executive and Quarterly Dashboards.