You can add any number of additional phases to a Workflow board by clicking the universal ‘Add’ button on the ‘New Phase’ area.
This article explains how to add and edit phases as well as outline the various phase attributes that you can use to configure a phase.
In this Article
Note: This is an in-depth article. Please reach out to our Customer Success Team if you require any support in setting up and configuring your Workflow(s).
Add a New Phase
Click the universal ‘Add’ button:
Complete the phase builder:
- Give the phase a Title
- If useful add a Description
- If the phase being added is an end phase (e.g. a rejected phase) click the checkbox ‘This phase is an end of process’.
This will add the phase between the Start Form & Workflow End phases.
Repeat for as many phases as needed.
Editing a Phase
Click the edit icon (three vertical dots) to reveal the edit options:
- Edit this phase - this where all the phase attributes are set
- Re-order & Minimise - Drag & Drop re-ordering of all workflow phases & setting whether a workflow phase should be collapsed by default
- Archive - if the phase is no longer needed, then Archive it
Setting phase attributes
This is where all the rules are set that determine how the card flows through the Workflow.
Click ‘Edit this Phase’ to access all the phase attributes.
Set / Edit the phase, Title, Description and mark if the phase is an ‘end of phase’.
If you would like the Phase Description to display in the Workflow cards, serving as instructions to users actioning cards in that phase, check the 'Display description within workflow cards' box.
First set the Authorisation for this phase:
- Internal - strictly internal users
- Supplier Portal - for Supplier Portal users
- Employee Portal - Employee Portal user (you can choose to enable a public link for the request form)
- Supplier eNegotiate - for Supplier Users associated with an eNegotiate process
Next, you can choose your Auto-Assign rules, which will automatically assign the card ownership to your chosen setting.
Finally, if Auto-Assign cannot find an owner for a particular card you can choose a backup setting for your Card Owner, which includes the Card Creator, a Workflow Group or a member of a Workflow Group.
In the ‘Form Access’ tab you can set who should receive an auto notification email when a card enters the phase.
You can choose from:
- Card Owner - the assigned phase owner
- Card Creator - the form requestor
- CC Group - you can CC one or many users in a Workflow Group
FYI: If using "Card Creator" as a a phase owner for a Triggered workflow, Gatekeeper will still attempt to populate an owner, using the below rules:
If there is a Contract Owner
Assign the main Contract Owner
If there is not a main Contract Owner but a different Owner type
Assign this other Owner
If there are no Contract Owners at all
Assign the Contract Creator
If the contract was created via API or Bulk Import (and therefore has no "creator user")
Assign the Workflow Creator
Set, for each form section, whether the form is 'Read only', 'Hidden' or 'Editable' for the phase being edited.
Set whether the phase is an approving phase or not.
Please read this article for a detailed breakdown of Phase Approvals.
Please read this article for a detailed breakdown of all of the available actions, Configuring Workflow Actions.
Set the rules that determine which phase the card is automatically routed to when exiting the current phase. Cards can also be dragged and dropped for closely managed processes.
For example, on an approval phase, there may be two rules:
- If approved, move to the next phase.
- If rejected, move to the rejection phase.
You can also set 'Conditional' Transition rules that can be nested for example:
If approved and Contract Value > $1,000,000 move to CEO Review phase
Choose the 'Conditional' radio button and click ‘Add Transition’ to open the builder and give the transition a Title (e.g. Approved, Value under $1m).
Set rule status and where to transition to when the card exits the phase.
Click the edit icon next to ‘Transition to’:
Select the relevant phase (e.g. Legal Review).
Add the rules that drive the transition - click ‘Add’ to open the rule builder:
From the dropdown options, choose the conditions (e.g. the card is approved).
If needed, add any nested rules (e.g. the card is approved and the value is £1m or more).
The builder now displays the rules for the transition created.
To activate the rule, click the edit icon next to ‘Rule Status’.
Change the status from ‘Pipeline’ to ‘Live’.
That's it! The transition rule has been created and activated.
Repeat as necessary until all transition rules have been created.