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Create a Workflow

This article walks through the the high-level end-to-end process of creating a workflow in Gatekeeper, with instructions on creating a workflow from scratch, or using our Best Practice templates.

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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

Gatekeeper workflows can digitise any form-based process, including creating or updating vendor or contract records within the workflow itself. For an introduction to workflow concepts, see Kanban Workflow Engine. You can either build workflows from scratch, or leverage our Best Practice templates to simplify and speed up the build process.

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. 

High-Level Workflow Build Process

The following sections will detail the high-level process for building a workflow from scratch, including key

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. Set up a Workflow Form
  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: