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Configure Events

This article covers the Events functionality, which helps users manage ad-hoc tasks with ease. This includes due dates, task owners, approvers, due and completed dates, and recurring options.

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Estimated Read Time: 6 Minutes

Sections in this article:


What is an Event?

Events allow you to manage ad-hoc tasks with ease and efficiency. You can:

  • Add a specific due date
  • Assign an event owner responsible for completing the task
  • Set events as recurring, so important tasks are not forgotten
  • Assign an approver, to ensure completed tasks meet the necessary quality standards

Events must be associated with a contract, vendor, or project.

Create an Event

  1. From the navigation menu, expand Vault then click the relevant option (i. e. Vendors, Contracts, or Projects) depending on where you wish to create the event.
  2. Open the record you want to associate with the event.
  3. Click Add, then select Event.add event
  4. Enter the relevant information in each field.
    1. Event Type: Select from the dropdown list. For further details on configuring the dropdown list options, see Configure Dropdown Lists.
    2. Owner: Select an internal or external owner. This is the person responsible for completing the event. Event owners must have access to the contract or vendor record that the event is being created for.
    3. Due Date: The date the owner should receive the notification advising them the event is due.
    4. Event Title: This is used as the subject line of the email notification. It defaults to the name of the associated record, the date, and the name of the person creating the event.
    5. Event Description: Provide further details for the event. This is used as the content of the email notification.
  5. Enable the toggles as required to configure the additional settings for the event.
  6. Once the data has been entered, click Save to create the event record. 

 

Additional Settings

The following sections detail the additional configuration options for events.

additional settings

Approvals

To add an approver to the event:

  1. Enable the Requires Approval toggle
  2. Select an approver from the dropdown list of available users.

When the event is due and completed by the event owner, it will be submitted for approval. The approver will be notified via email, and has the option to Approve or Reject.

Gatekeeper 2020-05-29 16-14-32

Recurring Events

To set an event to repeat:

  1. Enable the Recurring Event toggle.
  2. Select whether you would like the event to repeat on a monthly, weekly, or yearly basis.
  3. Enter how often you want the event to repeat (e.g. every 1 week, every 2 months, or every 3 years).
  4. Select the relevant radio button to determine when you would like the event to end:
    1. Forever: The event repeats continually until manually changed.
    2. Times: Select how many times the event should repeat.
    3. Until: Select the exact date the event should stop repeating.

Note: One-off events cannot be made recurring after creation.

Custom Reminders

Custom reminders provide an additional level of notifications for events:

  • Event Creation: If the creator of the event sets the owner to someone other than themselves, that person is notified they've been assigned the event.
  • Upcoming Reminder: Notifies the creator or owner X days before the due date. Displays the event name, contract/vendor name, due date, and a link to review the event.
  • Overdue Reminder: Notifies the creator or owner every X days after the due date. Displays the event details, including how many days it's overdue by.
  • Approved: Notifies the creator or owner that the event has been approved.
  • Completed: Notifies the creator that the event has been finalised.

Event Messages

Once an event has been created, users can start a message thread within the event record and upload relevant files. All messages posted notify the creator and owner (the sender doesn't receive a notification for their own messages).

event messages

For further details on the messaging feature in Gatekeeper, please read Messaging.

Mark an Event as Completed

Once the required tasks are finished, the event owner can mark the event as complete. To do this, open the event and click Mark as Completed.

mark as completed

Alternatively, the event owner or an administrator can edit the event and enable the Mark as Completed toggle on the owner's behalf.

mark as completed toggle

Note: If an event requires approval and is marked as completed before approval is obtained, the In Progress flag remains on the event.

completed but in progress

Edit an Existing Event

To make changes to the configuration of an event:

  1. From the navigation menu, expand the Vault then click the relevant option (i. e. Vendors, Contracts, or Projects) depending on where the event is located.
  2. Open the record associated with the event, then click the Events tab.
  3. Expand the 3 dots, then select Edit.
    edit event-1
  4. Amend the relevant fields, then click Save.

Edit a Recurring Event

A recurring event is made up of two parts: the recurring event series, and the individual occurrences it generates. Editing an occurrence only affects that occurrence, so future occurrences are unaffected. For example, when reassigning a departing user's events, you should update the event owner on the series so that the change persists going forward.

To edit the configuration of a recurring event series:

  1. From the navigation menu, expand Vault then click the relevant option (i. e. Vendors, Contracts, or Projects) depending on where the recurring event is located.
  2. Open the record associated with the recurring event, then click the Events tab.
  3. Expand the 3 dots, then select Edit Recurring.
    edit recurring 
  4. Amend the relevant fields, then click Save.

View All Events

A list of all events in Gatekeeper can be accessed by clicking Events from the navigation menu. It can also be accessed within the Executive and Quarterly Dashboards. 

It will display an overview of all current events.

events list

Find Events

By default, the list will display all live events. To amend this, expand the status dropdown list and select the relevant option.

Gatekeeper 2020-05-29 16-57-18

You can also find events using the search bar.

Gatekeeper 2020-05-29 16-59-12

Additionally, apply filters to refine the list by

  • Owners
  • Approvers
  • Teams
  • Approval Status
  • Event Type

event filtering

Note: The Edit Recurring option is only available from the associated record's Events tab. To edit a recurring event series from this list instead, click the event name to open it, then click the Recurring Event link beneath the title.
recurring event link

FAQs

Why does my completed event still show as In Progress?

If an event requires approval, the In Progress flag will remain until the designated approver has reviewed and approved it, even if the event owner has already marked it as completed. The status will update once approval is granted.

I received an email about an event, but get an error when I click the link. Why?

This usually means you have been assigned as the event owner, but do not have access to the underlying contract or vendor record. Contact your Gatekeeper administrator to check your permissions for that record.

Can I delete an event?

Yes. For full details on how to delete events and any conditions that apply, see Delete Events.

Can I create an event that isn't linked to a record?

No. All events must be linked to a contract, vendor, or project record. This ensures events can always be traced back to the relevant record.

Can I create events from the global Events list?

Yes. When creating from the main Events list, you'll need to use the Linked to dropdown to select the contract, vendor, or project you want to associate the event with. The Owner field will remain greyed out until you do this.

Note that the Recurring Event toggle is not available when creating from the Events list. If you need to set up a recurring event, you'll need to create it from within the relevant contract, vendor, or project record directly.

If I reassign a user's events, will recurring events transfer to the new owner?

Reassigning via the User Profile only updates existing occurrences. To make sure future occurrences of a recurring event transfer to the new owner, edit the recurrence settings on the series itself. See the Edit a Recurring Event section above.