Events on Workflows

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Sections in this article:

Introduction
Enable Events within a Workflow Phase
Use Events on Workflows

Introduction

In Gatekeeper, contract and vendor processes can be managed using either Workflows or Events, depending on the level of structure required:

Workflows - for structured, repeatable processes where tasks, approvals, and key steps need to be followed consistently.
Events - for ad-hoc, simple tasks related to specific contracts or vendors.

These two approaches can be combined within a workflow card. Users can:

Create and manage events as part of an in-progress workflow.
View existing events, providing complete context for reviews and approvals.

This allows users to manage tasks without having to leave the workflow card. Watch the video below for a demonstration:

Enable Events within a Workflow Phase

User access to the Events tab on a workflow card is set on a phase-by-phase basis. Therefore, Workflow Administrators can allow users to see/edit events on some phases, while hiding this tab on other phases. To configure this:

Navigate to the relevant workflow and click on a phase to edit it.
From the Core section, enable the Show Associated Events toggle.
Repeat this process for all appropriate phases on the workflow.

Add a Description

On phases where the Events tab is enabled, it is recommended to provide users with guidance on how it should be used. To do this, click to edit the phase and enter the guidance into the Description box in the Core section.

This will then appear to users on the workflow card:

Use Events on Workflows

Note:

If no contract or vendor record is created or linked to the workflow card (for example, during a new contract request where the record has not yet been created), the Events tab will be hidden.
Phase Owners and Workflow Administrators can create or edit events on a workflow card, regardless of their repository permissions.
Phase Collaborators have read-only access and cannot create or edit events.

View Existing Events

For a workflow card that is associated with a contract or vendor record, Gatekeeper will display any associated events from the Events tab:

When both a contract and vendor record are linked to a workflow card, the event icon indicates which record it is associated with:

: Event is linked to the contract record

: Event is linked to the vendor record

Note: To view historical events, select Completed Events or All Events from the status dropdown.

events filter

Complete Existing Events

Users can close existing events by marking them as complete. To do this:

From the Events tab, expand the 3 dots on the relevant event then select Edit.
Enable the Mark as Completed toggle.
Click Save.

Note: Events that require approval can only be marked as completed after approval has been given by the specified Requires Approval user.

Create New Events

Users can create new events on workflow cards associated with a contract or vendor record. To do this:

From the Events tab, click New.
Select whether the event will be linked to the contract or vendor record.
Enter the details for the event, and once finished click Save.

For more details on setting up events, see Configure Events.