Adding Phases to a Workflow

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

Add a New Phase

Editing a Phase

Phase Attributes:

 - Core

- Form access

- Form

- Approval

- Actions

- Transitions

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:

  1. Give the phase a Title
  2. If useful add a Description
  3. 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:

  1. Edit this phase - this where all the phase attributes are set
  2. Re-order & Minimise - Drag & Drop re-ordering of all workflow phases & setting whether a workflow phase should be collapsed by default
  3. 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.



Form Access

First set the Authorisation for this phase:

  1. Internal - strictly internal users
  2. Supplier Portal - for Supplier Portal users
  3. Employee Portal - Employee Portal user (you can choose to enable a public link for the request form)
  4. 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.

Email Notifications

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:

  1. Card Owner - the assigned phase owner
  2. Card Creator - the form requestor
  3. 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:

  1. If approved, move to the next phase.
  2. 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.