Create an automated process to keep on top of your expiring Compliance/Insurance/Certification documents
Safeguard Compliance
Estimated Read Time: 9 Minutes
Estimated Configuration Time: 10 - 60 Minutes
Sections in this Article
Additional Configuration Steps
Before you Start - Other Considerations
The Workflow - Overview & Demo
This is a triggered workflow to facilitate the replacement of key documents you have stored in Gatekeeper (such as Accreditation or Insurance certificates)
So long as you are storing expiration dates as metadata for your files, this workflow will automatically initiate a replacement review
It will even notify/chase your Vendor to provide their up-to-date versions directly in Gatekeeper
Demo Video Coming Soon...
The Workflow - Configuration
To configure the whole process in one sitting, we will be recording walkthrough videos for you to follow along
In the meantime, you can follow the subsequent bullet points/videos which have been broken up into smaller steps....
Configuration Video Coming Soon...
Adding the Template
Step 1) Head to the Workflows page
Step 2) Hit Add > Workflow Template
Step 3) Select the File Expiry Review Template
Step 4) If necessary, amend the new workflow's Title
Step 5) Hit ✅ Create
🛠 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
Configuration Video Coming Soon...
Assign Action Owner/s
Step 1) Head to "Internal Review" and hit Edit this Phase
Step 2) Navigate to the Form Access tab
Step 3) Select the User/Group who should confirm the File update, then hit ✅ Save
It is recommended to have your main Gatekeeper admin team perform this action
e.g. Procurement / Vendor Management / Contract Management
⬇️ If you do not have any Workflow Groups yet, visit the below step to add these ⬇️
🛠 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
Configuration Video Coming Soon...
Create Workflow Groups
Step 1) Head to Settings > Users
Step 2) Hit Add > Workflow Group
Step 3) Enter the Title of this new group
Entering a Description is optional but can be included to help you identify the group if making updates to your workflow groups in future. It may be useful to mention the team & processes this group has been created for
Step 4) Edit this new Group to begin adding Members
Amend the Trigger
The standard trigger for this workflow will initiate a review when any file is due to expire in 14 days time
However, you may wish to amend this standard period
You may also wish to create multiple varying triggers depending on the file type
Step 1) Head to the Workflows page
Step 2) Click to edit the workflow then select the Workflow Triggers option
Step 3) Click an existing trigger name to amend the Conditions
Step 4) Hit the 
Edit icon to amend the specifications of existing conditions or ➕ ADD to add new conditions to the set
Add Extra Triggers
Example Use Case
"ISO Certificates" (which should be renewed well in advance of the expiration date) could be configured to trigger 14 days in advance
Whereas other documents (like Insurance/Indemnity evidence replacements) may only become available on the day of expiry. In this case, asking for the file 14 days in advance is far too long (and may lead to the workflow being forgotten!)
Step 1) Head to the Workflows page
Step 2) Click to edit the workflow then select the Workflow Triggers option
Step 3) Hit ➕ ADD TRIGGER to begin creating a new set of conditions which could start the workflow
Step 4) Name your trigger, then use the ➕ ADD button to start assigning conditions for the trigger to fire
💡 You can configure multiple triggers for the same workflow
Gatekeeper will regularly check all live triggers and trigger any matches it finds!
Amend "Late Response Escalation" phase owner
By default, this workflow will escalate cards which have not received a response within the duration of the SLA timer to the Internal Vendor Owner
If an Internal Vendor Owner cannot be assigned, forms will be escalated to the Card Creator
💡 In a Triggered workflow (like this one), Gatekeeper attempts to assign a "Card Creator" based on the following rules:
If there is an Internal Owner -> Assign them as the Card Creator, Otherwise:
If there is a Vendor Creator -> Assign them as the Card Creator, Otherwise:
If there is a Workflow Creator -> Assign them as the Card Creator
Step 1) Find the Late Response Escalation phase & hit Edit this Phase
Step 2) Navigate to the Form Access tab
Step 3) Select the User/Groups who should be responsible for dealing with Vendors replacing expired files
Step 4) Hit ✅ Save
Amend SLA/Reminder Timers
In this workflow, 2 configuration settings are in place to avoid cards getting ignored/forgotten - this is key for avoiding expired documents in your system being forgotten & not replaced
a) Reminder emails will be sent to Vendors every 3 days
b) After 14 days, the SLA timer for Vendor File Replacement will automatically transition the card to the Internal Vendor Owner*
(or whomever you choose in the ⬆️ above configuration setting ⬆️)
The reminder/escalation timers can be amended, if desired:
Amending the SLA Deadline
Step 1) Go to the Vendor File Replacement phase & hit Edit this Phase
Step 2) Navigate to the SLA tab
Step 3) Choose a number of Days/Hours for your SLA deadline, then hit ✅ Save
Amending the Reminder Email Period
Step 1) Go to the Vendor File Replacement phase & hit Edit this Phase
Step 2) Navigate to the Notifications tab
Step 3) Alongside the enabled notification under EMAIL REMINDERS, choose a new number of days in the Reminder every X days column
Step 4) Hit ✅ Save
⚡️ Expert: "Invite Vendor User to Portal" action phase
If this is your only Vendor Portal workflow (or maybe the first which you are deploying with Gatekeeper) you may have not invited all your vendor users to Gatekeeper yet
However, this workflow relies on your vendors users logging in to upload file replacements
Therefore you may want to enable an action on the workflow to automatically invite them to activate their accounts (if they have not done so already!)
Part 1 - Add a new Supplier File Review Phase
This feature we're enabling to automatically invite your Vendor Users is classed as a "Workflow Action"
Since Workflow Actions cannot be configured on the "Start Phase" of a workflow, we have to move it to "position 2" on the kanban board
Step 1) Navigate to the right hand side of the workflow board
Step 2) Next to New Phase, hit ADD
Step 3) Copy the phase Title from the Current Start Phase, then hit ✅ Save
Step 4) Hit Reorder & Minimise to move your phase to position 2 on the workflow
Step 5) On the Actions tab, enable ☑️ Invite / notify Card Owner to the Vendor Portal
Step 6) Now replicate all the settings from the Start Phase (Form, Form Access, Notifications, SLA, Transitions)
Part 2 - Reconfigure the start phase
Step 1) Navigate to the Start Phase of the workflow & hit Edit this Phase
Step 2) Change the name to "AutoStart" (or something similar) & hit ✅ Save
Step 3) Change the "Submitted" transition to now point to your new Phase 2
Step 4) Disable all Notifications & hit ✅ Save
Step 5) Navigate back to the kanban board view & hit Reorder & Minimise
Step 6) Check the Minimise ☑️ box for Phase 1 & hit ✅ Update
Part 3 - Update the trigger/s
Step 1) Navigate to your workflow trigger/s
Step 2) Hit the Edit icon next to Apply transitions on card creation
Step 3) Tick the checkbox for ☑️ Apply transitions on card creation & hit ✅ Update
Step 4) Repeat for any additional triggers you have added
✋ Before you start - Additional Configuration to Consider 🤚
If you have followed all the steps above, your workflow is almost 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!
Adding Vendor Users & Assigning Vendor Owners
Step 1) Click to open a Vendor Record
Step 2) Navigate to the Vendor Users tab to check what user contact details have been already added
Step 3) Hit Add > Vendor User to add a new contact
If you want to invite them to the Vendor Portal straight away you can tick ☑️ Invite into Gatekeeper before hitting ✅ Save
Otherwise, you could configure the ⬆️ above action ⬆️ to invite them only when they have a file to replace
You can see a full list of all Vendor users in your tenant in the Vendor Users Report:
Setting File Metadata (Expiry Dates & File Types)
Files will not trigger for review & replacement unless they have dates assigned
This can be done in a few places (such as a Vendor Files tab, or the Files menu)
Step 1) Click the Edit Icon alongside your file
Step 2) Populate the Expiry Date field (and set a File Type)
Step 3) Hit ✅ Update
To see/amend the list of File Types in your tenant, you can navigate to:
Settings > Configuration > Dropdown Lists > File Type
Here you can Edit/Delete existing file type options or Add New file type options
Getting started! ⚡️
Activating your trigger/s
Step 1) Head to the Workflows page
Step 2) Click to edit the workflow then select the Workflow Triggers option
Step 3) Click your trigger's name
Step 4) Switch the Trigger Status from Pipeline to Live
Step 5) Hit < Back and Repeat Steps 3 - 4 for any additional triggers you have configured
Your File Monitoring workflow is now active!
Any of your files approaching their expiration date will automatically begin a review & replacement process
Additional Reading 📚
Supplier Portal Expert Series ⚡️
This workflow will engage your vendor contacts, therefore you should endeavour to configure your Vendor Portal to its full potential.
In this Series, discover how to:
(a) Ensure vendor users find your workflows easy to understand & use
(b) Paint you in a good light to any external parties so they see you as a dependable and tech-savvy partner!
Learn about File Expiry dates in Gatekeeper, including how to set and view this in the system