🛠 Create Your Own - Contract Amendment Workflow

📖 Learn how to create a safe and scalable contract amendment request process for your users

 

      Take Control

      Estimated Read Time: 7 Minutes

        Estimated Configuration Time: 10 - 40 Minutes

 

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Sections in this Article

Introduction & Demonstration 🎬

Workflow Diagram

Configuration

Walkthrough 🎬

Mandatory Configuration Steps

Additional Configuration Steps

Amend Workflow Description

Amend Approvers

Add Reject & Send Back Option 🎬

Disable the Public URL Request Form

Before You Start - Other Considerations

Getting Started - How to start using your new workflow

Additional Reading

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The Workflow - Overview & Demo

This workflow can facilitate allowing your users to request ad-hoc updates to contracts in your Gatekeeper repository (such as amendments, early extensions/renewals, or even terminations) 

With a workflow like this, you can create a structured process for requesting, reviewing & executing these updates in Gatekeeper without having to give all your users administrator-level edit permissions!

 

 

Workflow Diagram: XML / PDF

 

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The Workflow - Configuration

To configure the whole process in one sitting, you can follow the steps listed in the below video.

Each configuration task has also been broken down into the individual steps with accompanying gifs/videos further down in this article

 

 

Adding the Template

Step 1) Head to the Workflows page

Step 2) Hit Add > Workflow Template

Step 3) Select the Contract Amendment Request Template

Step 4) If necessary, amend the new workflow's Title

Step 5) Hit ✅ Create

 

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🛠 Mandatory Configuration Steps 🛠

These are the basic steps required to make the workflow functional

Technically, once you complete this chapter, your new workflow will work as an end-to-end process

The ⬇️ Additional Configuration ⬇️ steps are optional additions to change the scope of the process & adapt the workflow further to fit your organisation's practices & Gatekeeper subscription 

Assign "Action" Owners

Step 1*) Head to Metadata Update ⬆️ and hit Edit this Phase

Step 2) Navigate to the Form Access tab

Step 3) Select the User/Group who should perform the metadata update and hit ✅ Save

Step 4) Repeat Steps 1-3 for the eSign ✍️ phase

 

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🛠 Additional Configuration Steps 🛠

This chapter will contain optional steps to amend the scope or preconfigured settings of the workflow so that it works optimally for your organisation & users

 

Amend Workflow Description

When using this workflow in Employee Portal, your users will see a brief description within the request form on the Submit Requests dashboard:

Step 1) From the Workflows page, find your amendment workflow

Step 2) Click to Edit this Workflow

Step 3) In Description, enter a short summary to explain to your users what the workflow is for & hit ✅ Save

 

Amend Approvers

The workflow default setting is to assign the initial Amendment Approval ✅ to the Team Owner of the requestor

However, you may want to change this owner or select a "backup" (in case Gatekeeper cannot find a Team Owner to assign)

Step 1) Head to Amendment Approval ✅ and hit Edit this Phase

Step 2) Navigate to the Form Access tab

Step 3) Under CARD OWNERS, assign a User/Group & hit ✅ Save

If you want this User/Group to serve as a backup, no more configuration updates are needed

If you want this User/Group to serve as the only approver;

Step 4) [Optional]: Change the AUTO-ASSIGN RULES to 🔘None

Step 5) Hit ✅ Save

 

 

Add "Reject & Send Back" Option ↩️

By default, if the initial approver decides to reject the amendment request, this will transition the card to "Amendment Rejected ⛔️", ending the process for that request

However, rather than a rejection meaning "No", you may want to amend your workflow so it means "No, but you can update your form & try again"

Part 1 - Adding the New Phase

Step 1) Go to the right hand side of the workflow board

Step 2) Next to New Phase, hit ADD

Step 3) Name this phase "Review Rejection" (or similar)

Step 4) Reorder this phase to sit in between the Amendment Request Form and the Amendment Approval ✅

Part 2 - Configuring the New Phase

Step 1) Populate a Description

Step 2) Set Form Access to Card Creator

Step 3) Enable the Notification to the Phase Owner

Step 4) Create 2 Conditional Transitions

1 - Standard Submission: Transition to Amendment Approval ✅ 

2 - SLA Expiry: Transition to Amendment Rejected ⛔️

Step 5) Set an SLA timer for 7 days

 

⬇️ Jump to the example content from this video ⬇️

Part 3 - Repoint the Reject transition

Step 1) Head to Amendment Approval ✅ and hit Edit this Phase

Step 2) Navigate to the Transition tab

Step 3) For the ❌ IF REJECTED transition, change to the new Review Rejection phase

Step 4) Hit ✅ Update

 

Disable the Public URL Request Form

If using the Authenticated Employee Portal Form to start the workflow, you may want to disable the Public Form (to prevent any users from finding & using the less secure of the 2 options)

Step 1) Go to the start phase of the workflow & hit Edit his Phase

Step 2) Navigate to the Form Access tab

Step 3) Uncheck the ☑️ Public Form option

Step 4) Hit ✅ Save

 

 

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✋ Before you start - Additional Configuration to Consider 🤚

 

If you have followed all the steps above, your workflow will be ready to go

However, to ensure this process runs as smoothly and reliably as possible, there are some other areas of your Gatekeeper environment you should check over!

 

Assign Team Owners

Step 1) Head to the Teams menu

Step 2) Find any teams with no "Manager" populated & hit Edit

Step 3) Navigate to the Owners tab

Step 4) Select the Team Owner/Manager, then hit ✅ Save & Exit

Step 5) Repeat Steps 1 - 4 until all teams have an owner

 

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Getting started! ⚡️

 

If using Employee Portal

Once your workflow is configured, it's ready to go!

Your users can access their Submit Requests dashboard and initiate an amendment request

 

If you want to share a link to this form directly with your users (so that they can Bookmark it or access it from a Confluence-type page), you can access it like so:

 

If using Public Form

This is the URL you can find on the Form Access tab of the start phase:

 

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Additional Reading 📚

 

How to Digitise your variation process

Learn more about the key feature behind this workflow

 

⚡️ Gatekeeper Expert - Resubmissions & Appeals

See a full walkthrough of the use-case behind the above ⬆️ Reject & Send Back ⬆️ configuration option

 

 

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Workflow Phase Content

 

Text for Phase Instructions 📋

 

 

Text for Notification Email ✉️

Subject

 

Email Content

 

Button Text

 

⬆️ Jump back to config ⬆️