Manage Workflow Groups

 Take Control

  Estimated Read Time:  3 minutes

Sections in this article:

• Create a Workflow Group
• Add Users to a Workflow Group
• Delete a Workflow Group
• FAQs

Introduction

You can create workflow groups and assign users to them; this is typically used when a certain group of users are involved in the workflow.

Workflow groups can then be used for:

1. Workflow Notifications: users within the group can be automatically notified that the card has entered the phase, or receive reminders at set intervals if it remains there.
2. Workflow Phase Ownership: only users within the group can access cards on the phase they are assigned ownership of. For example, they might be responsible for approving contracts in a request workflow. 

Create a Workflow Group

To create a workflow group:

1. From the navigation menu, expand Settings then click Users.
2. Click Add then select Workflow Group.
   
   
3. Enter a title and, if useful, an optional description, then click Save.

Add Users to a Workflow Group 

If the required users are not already added in Gatekeeper, create them manually or via Bulk Import first.

To add existing users to a workflow group: 

1. From the navigation menu, expand Settings, click Users.
2. Click the Workflow Groups tab, then click the name of the relevant workflow group.
3. Click Add Member, then select the relevant user and click Save.
   
4. Repeat step 3 for all users required.

From this page, you can also rename the workflow group, or remove users by clicking the 3 dots and selecting Remove user.

You can also assign a user to a workflow group from their individual user profile, or while creating their account. See Add a User or Edit an Existing Users for details.

Delete a Workflow Group

If a workflow group was created for testing purposes or is no longer needed, you can remove it from Gatekeeper:

1. From the navigation menu, expand the Settings, then click Users.
2. Click the Workflow Groups tab.
3. Expand the 3 dots on the relevant workflow group, then select Delete.
   
4. Click OK to confirm the deletion.

If a workflow group is associated with other items in Gatekeeper, for example users or workflow form settings, you won’t be able to delete it. A table will list the associated items, and you can click their names to navigate directly to the relevant area.

FAQs