Take Control 
Estimated Configuration Time: 10-20 Minutes
☑️ Requires: Vendor Portal 
Estimated Read Time: 5 minutes
Sections in this Article
Configuration
Additional Configuration Steps
Before you start - other Gatekeeper considerations
Getting Started - How to start using your new workflow
The Workflow - Introduction & Demonstration
This workflow gives your Vendor Users the option to Request changes to the metadata you store on file for them ad-hoc
This means that some of the administrative burden of keeping Gatekeeper as your Central-source-of-truth can be reduced
🚫 No more cumbersome messaging back & forth between Vendors, Internal Vendor Managers and Gatekeeper admins to make simple changes
🚫 No more data getting out of date because Vendors didn't know whom to inform
🚫 No more manually transcribing metadata updates from emails to Gatekeeper
✅ Clear history behind updates and data changes, provided by the Vendor themselves!
Workflow Diagram:
🛠 Configuring the Workflow 🛠
Adding the Template Workflow
Step 1) Head to the Workflows page
Step 2) Hit Add > Workflow Template
Step 3) Select the Vendor Portal Update Request Form Template
Step 4) If necessary, you can amend your new workflow's Title here
Step 5) Hit ✅ Create
🛠 Mandatory Configuration Steps 🛠
Add a Custom Field for the Form Status
What does this do?
Allows you to trigger the workflow for new vendors
Allows you to bulk-trigger the workflow for existing vendors
Allows users to see the availability/progress of this workflow from the Vendor record
Step 1) Go to Settings > Configuration > Custom Data
Step 2*) Select an existing Vendor Custom Data Group or add a new one to host the status field
*If you plan on 'multithreading' more of your contract and vendor management processes, we recommend adding a new Custom Data Group dedicated to storing all your statuses
Step 3) In the Vendor Custom Group, hit ➕ Add New Custom Field
Step 4) Label your field Update Request Form Status and select the type of Dropdown list
Step 5) Add the below dropdown options & hit ✅ Save
Update In Progress ⏳
Form Permitted ✅
N/A
Add the new Status field to the Workflow
Part 1 - Adding it to the Form
Step 1) Go the Start Phase of the Workflow & click to edit
Step 2) Go to the Form tab
Step 3) At the bottom of the page, hit ADD SECTION
Step 4) Name this section, & select the below values, then hit ✅ Save
Predefined: Vendor
Custom Data Group: [name of your group from above]
Step 6) Set this Form Section to Hidden for the Vendor Portal Users
Part 2.1 - Configure the "In-Progress" AutoAction
Step 1) Click to edit the ⚙️ AutoUpdate | Set Status ⚙️ phase
Step 2) Go to the Actions tab
Step 3) Alongside AutoAction | Update Vendor, hit Edit AutoAction Values
Step 4) For your Custom Status field, set the value in the dropdown to "in progress"
Step 5) Hit ✅ Save
Part 2.2 Configure the "Done" AutoAction
Step 1) Click to edit the Update Completed ☑️ phase
Step 2) Go to the Actions tab
Step 3) Alongside AutoAction | Update Vendor, hit Edit AutoAction Values
Step 4) For your Custom Status field, set the value in the dropdown to "Form Available"
Step 5) Hit ✅ Save
Configure the Workflow Trigger
Step 1) Go to the Workflows Page
Step 2) Click the edit menu for your workflow & select Workflow Triggers
Step 3) Click to open the Update Request Form Permitted trigger
Step 4) Under Conditions, hit ➕ ADD
Step 5) Choose your new status field & select "Form Available" as the value
Assign an "Update Vendor" Owner
This workflow is designed to simplify the process for Vendors to request updates.
It is not recommended that their changes are automatically committed to you repository. To keep control, you can assign a stakeholder/team to review the change requests and commit these
Step 1) Click to edit the Internal Data Review 🧑💻 phase
Step 2) Go to the Form Access tab
Step 3) Select a Dynamic Owner or Team/Group (or both!) as the owner of this phase
Step 4) Hit ✅ Save
🛠 Additional Configuration Steps 🛠️
Add other Vendor Metadata to the Update Form
This form - by default - will allow Vendors to update their core metadata. However, if you have added Custom Data to your Vendor data model, you may want to give Vendors the option to update this custom data too!
Step 1) Go the Start Phase of the Workflow & click to edit
Step 2) Go to the Form tab
Step 3) At the bottom of the page, hit ADD SECTION
Step 4) Name this section, & select the below values, then hit ✅ Save
Predefined: Vendor
Custom Data Group: Name of Group you wish to add
Step 5) Repeat steps 3 & 4 for any groups you wish to add
💡 Pro Tip: If you're adding many form sections for your Vendor Users, you may want to consider switching the layout from 🔘 Simple to 🔘 Side Menu
Amend the Vendor Portal Phase Access
By default, this form will be present & accessible to any Vendor User who logs into the Portal.
However, requesting edits to a company's details may only be a privilege reserved for the key contact or representative:
Step 1) Go the Start Phase of the Workflow & click to edit
Step 2) Go to the Form Access tab
Step 3) Switch the setting from 🔘 All Vendor Users to 🔘 Vendor | Owner
Step 4) Hit ✅ Save
NB. Making this change means your Vendors all need to have a Vendor Owner assigned or it will not work perfectly!
⬇️ Below ⬇️ we show some tips for checking these if you want to ensure your repository is up to date
Add a NetSuite Sync to the Update
If you have set up a Gatekeeper ↔️ NetSuite connection using our Native Integration, it makes sense to ensure any updates made via this Workflow are sync'd to NetSuite too
Step 1) Click to edit the Internal Data Review 🧑💻 phase
Step 2) Go to the Actions tab
Step 3) Alongside Update Vendor, enable ☑️ Sync to NetSuite on Action
✋ Before you start 🤚
Populating your Vendor Owners
This workflow relies on users from your Vendors having access to the Vendor Portal form.
Therefore, to ensure it is widely available, you should check that your Vendors all have an activated Vendor Portal user
A simple way to check this is to bulk-export your vendor repository to CSV and check column P - "Vendor Manager" is populated
For Vendors with no Vendor Manager, add/assign one in Gatekeeper as covered in this article:
Add the Custom Status field to your other workflows
Below in "Getting Started" we will show you how to retroactively enable this form for all your existing vendors
However, you should also ensure that this form is automatically made available to any new vendors you onboard
Part 1
Step 1) Open the Workflow you use for getting new Vendors added to Gatekeeper
Step 2) Repeat all the steps from the ⬆️ above Mandatory Configuration section ⬆️
Step 3) Since this field will not be used by anyone during this workflow, set it to be Hidden on all phases
Part 2
Step 1) While still on this other Workflow board, click to edit the Done phase
Step 3) Go to the Actions tab
Step 4) Enable (if not already enabled) AutoAction: Update Vendor
Step 5) Hit Edit AutoAction Values, then for your custom status field, set the value to "Form Permitted"
Providing guidance about this Form to your Vendors
Not all of your Vendors will be as tech-savvy as to instantly understand what this form is & when/how to use it
Therefore, it would be useful to include some context/guidance to your Vendors when they are joining your Vendor Portal about what this is:
For guidance on how to configure the Invitation Emails for your new Vendor users, see our below article:
Getting Started
Switching on the Trigger
Step 1) Go to the Workflows Page
Step 2) Click the edit menu for your workflow & select Workflow Triggers
Step 3) Click to open the Update Request Form Permitted trigger
Step 4) Switch the trigger status from Pipeline to Live
⚡️ Expert Video: Bulk Triggering
If want to make this form available to all of your already-onboarded Vendors (without setting the status for them one-by-one), the below video walks through how to instantly trigger the workflow for many vendors!
Additional Reading 📚
⚡️ GK Expert: Vendor Portal Request Forms
Read about this specific workflow use case, as well as some other ideas for how to leverage Vendor Portal request forms