This article describes how to access and configure the available Workflow Actions in Gatekeeper and how to use them.
Discover:
- What is a Workflow Action?
- Who can Configure a Workflow Action?
- How to Add an Action to a Workflow Phase
For background please read Kanban Workflow Engine - An Introduction
What is a Workflow Action?
Workflow Actions allow Gatekeeper users to perform specific activities within a Workflow Phase, including the creation/update of records, contract drafting, negotiations, PDF conversion, and also eSigning. There are both manual and automatic Actions available for configuration as applicable.
Who Can Configure a Workflow Action?
Any users with the following permissions can configure a Workflow Action:
How to Add an Action to a Workflow Phase
- Click on "Workflows" in the left side navigation panel.
- Then select the name of the specific Workflow you'd like to edit
- Click the Phase menu (three vertical dots) and choose "Edit this Phase"
- Then select the "Actions" tab
- Select an Action from the available options (in most cases, only one action can be selected)
Note: The Actions tab is not available on the first Phase of a Workflow. Additionally, certain options in the Actions menu only present themselves as relevant to the process.
Manual Workflow Actions:
CONTRACT ACTIONS
Note: The CONTRACT ACTIONS area will only show if the corresponding predefined contract form section has been added to the Workflow Form.
SUPPLIER ACTIONS
Note: The SUPPLIER ACTIONS area will only show if the corresponding predefined supplier form section has been added to the Workflow Form.
ENEGOTIATE ACTIONS
Note: The first three eNegotiate Actions depicted above will only show if the corresponding predefined Contract form section has been added to the Workflow Form.
ESIGN ACTIONS
Workflow AutoActions:
CONTRACT ACTIONS
Note: The CONTRACT ACTIONS area will only show if the corresponding predefined contract form section has been added to the Workflow Form.
SUPPLIER ACTIONS
Note: The SUPPLIER ACTIONS area will only show if the corresponding predefined supplier form section has been added to the Workflow Form.
When using AutoActions to create both vendor and contract records in the same Workflow process, there should be a separate phase for each AutoAction. It is recommended to use "AutoAction | Create Supplier" before "AutoAction | Create Contract" in this case.
ENEGOTIATE ACTIONS
ESIGN ACTIONS
After enabling most AutoActions, you'll see a blue button to "Edit AutoAction Values".
These settings should be leveraged to set the appropriate Form values or functionality depending on the Phase. Be sure to click "Save" when done editing the AutoAction values.
Note: The "Publish Contract Draft & Convert MS Word to PDF" AutoAction does not have any other related settings to set up beyond the option to "Submit Card on Action". For the "Send for eSign" AutoAction, you'll see the option to indicate "External Signatory only".
Submit Card on Action:
Certain selected Actions will present you with an additional checkbox option to "Submit Card on Action".
When enabled, cards on these Phases will automatically transition to the next Phase when a user completes that action.
Note: This checkbox is available for Creating, Updating or Cloning a Supplier or Contract.
Update Form on Action:
Certain selected Actions will present you with an additional checkbox option to "Update Form on Action".
When enabled, this option will sync the data used to update the record back to the Workflow Form when the Action is completed.
Note: This checkbox is available for Creating, Updating or Cloning a Supplier or Contract.
How to Use a Workflow Action
Each manual Workflow Action will result in a corresponding button that displays within the related Card. Depending on the Phase configuration, there may be additional steps to transition the Card.
CONTRACT ACTIONS
- Create Contract
- Update Contract
A contract record can be updated if the Workflow Card is already associated with a contract. You can verify this by checking for the contract icon on the Workflow Card.
- Clone Contract
Note: The "Clone Contract" button will not be visible if the contract record was created as a part of the same Workflow process.
SUPPLIER ACTIONS
- Create Supplier
- Update Supplier
A supplier record can be updated if the Workflow card is already associated with a supplier. You can verify this by checking for the supplier icon on the Workflow Card.
ENEGOTIATE ACTIONS
- Create Contract with eNegotiate Draft
- Create Contract and associate a Contract Master Draft
Both of the above Actions can be enabled at the same time. If this is the case, the following options will display after clicking the "Create Contract with Draft" button:
Note: The option to select a "Template" correlates to the selected "Contract Type" above. To learn more about setting up eNegotiate Templates in Gatekeeper click here.
- Generate Draft from Contract
This Action should be used in a Phase following either "Create Contract" or "AutoAction | Create Contract". The option to select an available template correlates to the "Contract Type" set during the earlier contract record creation Phase of the Workflow.
Note: If there are no eNegotiate templates matching the set "Contract Type" for this record, the dropdown will display as "No matches found". To learn more about setting up eNegotiate Templates in Gatekeeper click here.
- Submit Contract Draft
Within the Workflow Card view, a user will have the option to "Check Out" the Draft to lock it for editing. To upload a new Draft, click the "Check In" button that displays and upload the file.
As configured, users will also receive an email with options to "Submit New Draft" along with the ability to "Accept Draft" and "Reject Draft" after reviewing the attached file.
Note: The "Accept Draft" and "Reject Draft" buttons correspond to the enablement of settings found on the "Approval" tab of the Workflow configuration area.
- Submit Contract Draft with Office for the Web
Within the Workflow Card view, a user will have the option to "Check Out" the Draft to lock it for editing.
Once checked out, other users can 'Continue Edit' to enter co-authoring mode of Office for the Web.
Note: Once an Office for the Web user clicks 'Check In' from within the Gatekeeper Add-In, all changes from all users will be checked back into Gatekeeper. Edits made within the document after this check in will not be saved.
- Publish Contract Draft & Upload PDF
- Publish Contract Draft & Convert MS Word to PDF
Both of the above Actions can be enabled at the same time. If this is the case, the following options will display within the Workflow Card:
- Upload Signed Document
Similar to the above "Publish Contract Draft & Upload PDF", this action instructs a user to provide a finalised and signed document version
ESIGN ACTIONS
- Enable eSign
Note: The blue "Start" button will only be visible to users designated as eSign Senders. For more information on these configuration settings click here.
For more information on leveraging this functionality, please contact your Customer Success Manager.