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Create a Workflow

This article walks through the steps of creating a workflow in Gatekeeper from scratch, or from a best practice template.

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   Estimated Read Time: 3 minutes

Sections in this article:

Note: Users require the Workflow Administrator additional permission to create workflows. See Workflow Authorisation Overview to learn more.

Introduction

Any form-based process can be digitised with Gatekeeper workflows. The most powerful workflows also integrate the creation and/or updating of vendor/contract records, directly within the workflow. For an introduction to workflow concepts, see Kanban Workflow Engine. 

Create a Workflow

When creating a new workflow, you can either set one up from scratch, or use the best practice templates.

Create a Workflow From Scratch

To create a blank workflow:

  1. From the navigation menu, click Workflows.
  2. Click Add, then select Workflow.
  3. Enter the Title, then select the Workflow Type from the dropdown list. 
    1. If required, add a label, description, and select an icon and colour. 

 The workflow will then open with two default phases already added: 

  • Start Form
  • Workflow End
Gatekeeper 2020-09-10 12-22-26

Create a Workflow Using a Template

The best practice workflows are designed to help streamline workflow creation by providing you with pre-built templates. To create a workflow from a template: 

  1. From the navigation menu, click Workflows.
  2. Click Add, then select Workflow Template.
  3. Click Create on the relevant template.
    create workflow template
  4. Update the title as required, then click Create. 

Customise a Workflow

With the workflow now set up, read the following articles to learn more about how to:

  1. Configure a Workflow Trigger
  2. Add Phases to a Workflow
  3. Setup a Form within a Workflow
  4. Create a Workflow Group
  5. Configure Workflow Notifications
  6. Configure Workflow Transitions
  7. Configure Workflow Actions
  8. Add Workflow SLA Timers
  9. Archive a Workflow Card

Monitor Changes to Workflows

You can track edits that have been made to workflows using the History feature. Follow the demonstration below to learn more: