Assign a Workflow Group as a Phase Owner

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 Estimated Read Time: 6 minutes

Workflow groups are created and assigned to users, then set at specific workflow phases. This is typically used when a group of users, such as the legal team, are responsible for a certain phase, for example reviewing a new contract request.

Before you assign a workflow group to a phase, you must first create the group and add users to it. For further details, see Create a Workflow Group.

To assign a workflow group as an owner of a phase:

1. From the navigation menu, click Workflows.
2. Click on the relevant workflow to open it.
3. Click on the name of the phase you will be assigning the Workflow Group ownership to.
   
4. Click the Form Access section.
5. Select the Internal radio button under Form Access, then select the None radio button under Auto-Assign Rules.
   
6. Under Card Owners, select the Workflow Groups radio button, then select the relevant group from the dropdown list. Multiple groups can be added if needed.
   

Changes are saved automatically. 

Conditional Ownership

Conditional Owners are typically used when a more complex ownership structure is required for a particular phase i.e if a contract is of a certain type, it requires a certain workflow group to review. Conditions can be added to ownership rules, and if all conditions are met then the owner specified will be assigned the card when entering the phase. To configure workflow groups as conditional owners: 

1. From the navigation menu, click Workflows.
2. Click on the relevant workflow to open it.
3. Click on the name of the phase you will be assigning the Workflow Group ownership to.
   
4. Click the Form Access section.
5. Select the Internal radio button under Form Access, then select the None radio button under Auto-Assign Rules.
   
6. Under Card Owners, select the Conditional radio button.
7. Click Add New Owners, then select the relevant Workflow Group from the dropdown list. 
8. You can now add any number of conditions as required. To do this, click Edit Conditions then click Add.
   
9. Select the required values from the dropdown lists, then click Create. For example:
   1. Field = Contract Type
   2. Operator = one of
   3. Data = MSA, SoW
10. Repeat these steps to add as many conditions and conditional owners as needed. Gatekeeper will check every rule and apply all owners where the conditions are met by the workflow form.