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Create Workflow Cards with Intake

This article covers how to configure and use Intake, Gatekeeper's AI feature that reads an uploaded file and automatically populates a workflow request form with key details. 

  Estimated Read Time: 6 minutes

Sections in this article: 


What is Intake?

Intake is Gatekeeper's AI feature that reads data from uploaded documents, such as contracts, invoices or forms, and automatically populates the relevant fields on a workflow form. Instead of manually copying information such as the vendor name, contract dates or value into Gatekeeper, you upload the file and Intake extracts this data for you.

This article explains how to use Intake to submit requests, including sending files by email, and how to configure this. 

Note: This must be enabled by an administrator before it is available to users. See Configure AI Services for step-by-step instructions.

Which Fields Can Be Extracted?

Intake can extract the following fields from the core data model:

  • Contract Name
  • Vendor Name
  • Currency
  • Annual Value
  • Contract Type
  • Category
  • Entity
  • Contract Dates

Additionally, custom fields that you have configured within groups can be extracted. See Custom Data Extraction for further details.

Vendor Matching

When Intake populates the vendor name, Gatekeeper first checks whether the vendor already exists in your tenant. If it does, it uses details from the existing vendor record. If it doesn't, a new vendor record is created.

Vendor Matching is used to check if a vendor with a variation of the name already exists. For example, if Gatekeeper AI extracts the value Ernst & Young while the existing vendor name is Ernst and Young, Gatekeeper matches the existing vendor rather than creating a new record.

Note: Gatekeeper checks vendors in all statuses (i.e. Pipeline, Live, and Archived), so a card can be linked to an archived vendor.

Submit Requests Using Intake

If your organisation uses the Employee Portal, users can use Intake from the Submit Requests dashboard

To submit a request:

  1. From the navigation menu, click Submit Requests.
  2. From the Company Forms section, click Submit Form on the relevant tile.submit form
  3. To upload a file:
    submit form upload file 
    1. Click Browse to search for and select the file, or
    2. Drag and drop the file into the box.
  4. Click Extract Files. The file is processed, and you can leave this page if required. You'll receive a notification email when processing is complete.
  5. Once processing is complete, review the metadata that has been extracted. The sidebar contains:
    1.  A preview of the document, allowing you to zoom in/out and search.preview lumin intake
    2. An extraction summary, showing which data has been extracted for each field.
      extraction summary - lumin intake
  6. Click Review Intake.
  7. Update the fields as required, and complete any fields that haven't been extracted.
  8. Once finished:
    1. Click Save to save your changes without submitting the request, allowing you to return to it later.
    2. Click Submit to save your changes and submit the request.

Note: Workflow Administrators, and Local Workflow Administrators/Cards Managers can also create cards directly on the kanban board using Intake.
intake on a WF

Intake via Email

You can use Intake directly from email by sending a PDF or Word file to a designated address.  This automatically creates a card on the workflow board, which is useful for quickly capturing requests without needing to log in to Gatekeeper.

To do this, send an email with the relevant PDF or Word file attached, and include the designated address in the To, CC, or BCC field. If your email address matches a user in Gatekeeper, the system automatically recognises you as the card creator once processing is complete, and you'll receive a confirmation email. You can then navigate to the workflow to review the extracted metadata.

intake complete email

Note: If an Intake file is received from an email address that does not match a user in your tenant, Gatekeeper creates a guest profile in the background, with no access to your tenant. This means if you decide to add these email addresses as users later on, all their previously submitted forms are linked to their new account.

Configuration

To enable Intake in a workflow:
 

Note: Users must be a Workflow Administrator or Local Workflow Administrator to perform these steps.

  1. From the navigation menu, click Workflows then click the relevant workflow to open it.
  2. Click the first phase of the workflow to edit it.
    ai workflows - edit phase
  3. Click the Form Access section.
  4. To make the form available on the Submit Requests dashboard, select the Employee Portal radio button.
  5. Select the Create Card from Contract checkbox under Intake.
  6. To make Intake available via email, select the Create Card from Email Inbox checkbox.

intake settings

Use Intake Files for eNegotiate

The document uploaded using Intake can be used as the eNegotiate draft. Users can select the uploaded file from the File linked to this card dropdown list when the following actions are enabled on a workflow phase:

  • Create Contract and Associate a Contract Master Draft
  • Associate a Contract Master Draft

The file used for Intake is marked with the following icon AI.