Configuring Workflow Notifications

Workflow notifications inform users of a Workflow Card's activity

Notifications can be configured to send automated emails to a specified user(s) or Workflow Group when cards first land on a specific phase or after a specified number of days as a "reminder".

Workflow notifications are configured per workflow phase.


A Workflow Notification can be sent to 4 different types of recipients:

  • Card Owner - Including individuals or Groups
  • Card Creator - The User who was responsible for initiating the workflow process for a specific card
  • Workflow Group - a Group of individuals who should all be kept in the loop by receiving cc notifications at certain points of a workflow
  • Supplier User/s

Who can Configure Workflow Notifications?

The following users can configure Workflow Notifications:

See also:

How to Enable Workflow Notifications?


Step 1) Open the Workflow you wish to edit

Step 2) Click the phase header to edit the phase where you wish to configure a Notification

Step 3) Go to the Notifications tab

Step 4) Alongside the notification you wish to configure, set the Status to On

Step 5) Hit ✅ Save

Once a notification is enabled, Gatekeeper will send these for any cards when they land on this phase



How to Configure Workflow Notification Templates?


Step 1) Click the Edit Email Template icon

Step 2) Populate the Notification Template and click ✅ Update


Editable content in the notifications templates includes:

Email Subject
  • Here is where you can highlight the subject/reason for the email as it will appear in the recipient's inbox
  • Passing the card name (using {{ }}) into this line is advisable to:
    • (a) give an at-a-glance indication of exactly what process is required for which agreement
    • (b) avoid multiple emails of the exact same name turning into 1 long email thread rather than separate notification lines in someone's inbox

Email Content
  • Here you can give more context & instructions for the workflow process
  • 💡 Using simple html markdown  can make your messages easier to read

Button Type
  • This controls what button links will be presented to email recipients:
    • Hide - no button included
    • Object - Button contains repository hyperlink to the Contract/Supplier record associated to the workflow form
    • Kanban Workflow - Button contains hyperlink to the workflow card
    • Portal - Button contains a hyperlink to the Supplier/Employee Portal
    • eNegotiate - The email will contain Submit Draft / Accept Draft / Reject draft options (if the Submit Draft Action has been enabled)

Button Text
  • When using Kanban Workflow, Portal or Object, you can set the text as it appears in the button (if the default of "view form" is not appropriate)


Step 3) Then hit ✅ Save to lock in all notification updates


HTML/Markdown for Workflow Notification Templates?

Markdown is a simple language used to add formatting to text. Gatekeeper Notifications use the Markdown syntax. It allows you to easily add bold, italics, links, lists, paragraphs, headers, and images.

See also:

Markdown & Dynamic Content

Github Markdown Cheat Sheet


Phase Reminder Email Notifications

Having reminder email notifications is crucial for ensuring the smooth and timely completion of Workflow tasks. 

Workflow phase reminder email notifications play a critical role in ensuring the efficiency and effectiveness of the entire process. They facilitate task and deadline management, promote proactive planning, foster accountability, enhance communication and collaboration, mitigate risks, and adapt to changes. By leveraging reminder notifications effectively, individuals and teams can optimize their workflow performance, improve productivity, and achieve successful outcomes.

To create a Phase Reminder Email:

Step 1) Navigate to the Workflow that you would like to enable Phase Reminder Emails for

Step 2) Identify the phase that you wish to set these reminders up on, then select the 3 dots next to the phase title, then select Edit this Phase

Step 3) Select Notifications from the right-hand navigation menu

Step 4) Scroll down to the Email Reminders section, then, Choose the appropriate Recipient and change the Status to On. Under the Remind every X days column, select the frequency that you would like this email to be sent.

Step 5) Select the Edit Icon under the Email Template column

Step 6) Fill in the Subject and Content with your desired wording, then select Update

Step 7) Select Save in the bottom right-hand corner.