How to give your users visibility of all contracts coming through the pipeline for their team
Estimated Read Time: 4 minutes 
Estimated Configuration Time: 30 Minutes
Sections in this Article:
Introduction
Background on User Access to Workflow Cards
Gatekeeper Workflows are far and above the most useful way to get new Vendors & Agreements set up & added to your repository
They can ensure proper procedures are adhered to, metadata records are fully decorated/reviewed, and can even facilitate most of the key contracting actions along the way by embedding functionality like approvals, draft redlining & signatures
However, due to the fact that Contracts can be confidential in nature, access to active workflow processes is designed to be kept on a "need-to-know" basis for your users
For a complete guide to the ways to grant users access to a workflow, see this article:
📖 Workflow Authorisation Overview
The TL;DR of the above article is that you can gain access to a workflow form if you are a user who:
(a) Previously submitted a request (& will maintain visibility of your requests)
(b) Is responsible for a specific Workflow Action/Approval (i.e. a Phase owner)
(c) Has Workflow Administrator permission so can see all workflow cards
If you have some users who do not fall into these 3 buckets but still want to be aware of contracts in the pipeline for their team*, you can leverage a small amount of data/workflow config to give them the ability to stay in the loop!
* This will rely on these users having "Own Team" repository access (or similar RBAC Access)
This Solution
Configuration
Summary - the configuration steps for this solution will consist of the following parts:
Part 1 - Adding a new Custom Data field to act as a "Workflow Status indicator"
This field will be a dropdown list containing options which mirror the phases of your workflow
Part 2 - Configuring Workflow AutoActions to automatically set/update this "Status Indicator" as cards progress through the kanban board
Part 3 - Configure a Saved View in the repository to show/filter using this "Status Indicator"
Part 1 - Adding the Custom Field
Step 1) Head to Settings > Configuration > Custom Data
Step 2) Hit Add > Add Custom Group
Step 3) Name this group "Workflow Statuses" & select Allocated to: Contract
Check ☑️ Collapsed by default & Uncheck ☑️ Editable in Repository before saving
Step 4) Hit Add > Add New Custom Field
Step 5) Label your field to match the workflow
For Example, if your Workflow Name is "Contract Approval Workflow"
Set your Field Label to "Contract Approval Workflow Status"
Step 6) For Type, select Dropdown List, then populate an Option representing every phase of your workflow where you wish to display the progress to your users:
See below example where every phase of the workflow is represented in the dropdown list
Bear in mind: You do not have to do this for EVERY phase on your workflow
We have demonstrated doing this for every phase for the purpose of being thorough.....However, you might simply want to pick the most significant milestones.
See 📖 Configuring Custom Data Fields for a complete guide to this configuration task
Also see the 📖 Product Update: Editable Locations to view how this new field can be locked so it may only be edited via the following Workflow AutoActions
Part 2 - Set/Update the field using Workflow AutoActions
Once you have created your new "status" field, you can leverage Gatekeeper's AutoActions to set this field whenever a card transitions through the kanban board
💡 This will involve adding an AutoAction Phase ahead of pre-existing Phases to "flip the switch", setting the 'status' field in the Repository record to be a reflection of what is currently underway on the workflow
Example Workflow Before
Example Workflow After
Part A - Adding Phases where the AutoActions "Fire"
Step 1) Navigate to the right hand side of the workflow board
Step 2) Next to New Phase, hit ADD
Step 3) Choose a phase title for your phase (such as "🛠 AutoUpdate [x] 🛠"), then hit ✅ Save
Step 4) Hit Reorder & Minimise to move your phase to the point in the workflow where it fits your process, check ☑️ Minimise, then hit ✅ Update
Step 5) Repeat Steps 1 - 4 until every original phase of your workflow is now preceded by a minimised "AutoAction" phase
Part B - Re-Pointing Transitions to your new AutoAction Phases
For any Workflow Transition which pointed to a pre-existing phase on your workflow, you need to edit that transition to now point to the preceding "AutoAction" phase
Pro Configuration Tip: If you want to find out which transitions point to a phase, simply try to archive that phase
Gatekeeper will not let you archive a phase if there are active transitions pointing to it
Therefore, when attempting to archive a phase, you will be presented with a list of transitions blocking the archive action;
This list will contain hyperlinks to navigate directly to those transitions so you can quickly change the destination for that transition rule
Step 1) Click to Archive one of the original phases (but do not actually archive it!)
Step 2) If there exists a Transition pointing to this phase, click its name to view it
Step 3) While viewing the transition, edit the "Transition to Phase:" value, changing it to the AutoAction Phase preceding the phase you just tried to archive
Step 4) Hit ✅ Update to save this new transition setting
Step 5) Repeat Steps 1 - 4 until all there are no transitions pointing to your original phases - they all should all point to the AutoAction phases preceding your original phases
Part C - Add your "Status" field to the Workflow form
Step 1) Go to the start phase of the workflow & hit Edit this Phase
Step 2) Navigate to the Form tab
Step 3) Scroll to the bottom and hit ADD SECTION
Step 4) Name this section "Workflow Status"
Step 5) Select Predefined: Contract, then for Custom Data Group choose the new group you created ⬆️ above ⬆️
Step 6) Set this new section to 🔘 Hidden on every phase of the workflow
Users should not need to populate this status field nor will it benefit them to see it in the form, so it should be hidden to avoid confusion/clutter
Part D - Configure the AutoActions
Step 1) Go to an AutoAction phase & hit Edit this Phase
Step 2) Navigate to the Actions tab
Step 3) Enable ⚙️ AutoAction Update Contract
Also enable ☑️ Submit Card On Action & ☑️ Update Form on Action
NB. If a contract had not been created yet, the first of these AutoActions needs to be ⚙️AutoAction Create Contract
Step 4) Hit Edit AutoAction Values
Step 5) Tick the master Take value from form ☑️ option for all fields except the new dropdown field, which you should set to indicate the status of the card at the current phase on the workflow
Step 6) Repeat Steps 1 - 5 for all of your AutoAction phases
Part E - Configure the New Transitions
Step 1) Go to an AutoAction phase & hit Edit this Phase
Step 2) Navigate to the Transitions tab
Step 3) For the Submission transition, select the phase immediately afterwards in the workflow & hit ✅ Update
Part 3 - Creating the Saved View
Once this field is created and you have configured your workflow to automatically update the value, users can create a new Saved View selecting the fields and the "workflow statuses" they wish to see:
Step 1) Go to your Contracts Repository
Step 2) Hit the 
Configure Columns button & select the "Workflow Status" field (as well as any other useful/relevant fields for this view), then hit ✅ Save
Step 3) Hit the 
Filter icon & select all the options from your Workflow Status field, then hit ✅ Save
💡 If you only want to include "In-progress" contracts in this view, you could select all options except that of the final completed value
Step 4) Hit Save This View, choose a Title & hit ✅ Submit
The Result
Users - regardless of their Workflow Access - can now view all new & in-progress Contracts in the repository and be aware of their status in the Contracts pipeline
All without risk of seeing confidential information or superfluous records from other departments on the workflow!
Pictured below: A user "AverageAccess User" who cannot see any Workflow boards but has set up a Saved View in his Contracts repository to keep tabs on all new contracts being set up for his Team
FAQ 💬
Q: Can I create this view as an admin and share with my users?
A: Currently, Saved Views cannot be shared between users.
If this is an important scenario for you - Please upvote this Ideas Forum post:
Additional Reading 📚
See a full walkthrough guide of the uses & settings for configuring Saved Views
See a list of all the available AutoActions in Gatekeeper Workflows