⚡️ Gatekeeper Expert - Parallel Contract Request and Vendor Onboarding Workflows ⚡️

  Estimated Read Time: 5 Minutes

Sections in this article:

• Introduction
  
  • Diagram
• Configuration
  • Add the AutoCreate Vendor Action
  • Trigger the Vendor Onboarding
  • Add a Conditional Approval
  • Edit AutoAction Values for Onboarded Vendors
• FAQs
• Additional Reading

Introduction

A new vendor usually needs to be formally onboarded before you can contract with them. When the two workflows run in sequence, negotiations can't start until onboarding is complete. Onboarding often involves multiple stakeholders and compliance steps, so this delays the contract, and requestors may be reluctant to wait.

However, AutoActions and automated triggers let you run them in parallel. When a contract request includes a new vendor, a separate onboarding workflow starts automatically, so the vendor can complete questionnaires and onboarding assessments while negotiations continue. Contract execution is held until the vendor passes all compliance and risk checks, so you save time without skipping any controls.

Diagram

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When a contract request involves an existing vendor, no due diligence assessments are required because the vendor should already be onboarded. A request with a new vendor automatically triggers a separate onboarding workflow, so the vendor can complete questionnaires and onboarding assessments while contract negotiations continue.

Before the contract is eSigned and executed, there is a final approval stage to confirm the vendor has completed onboarding.

Configuration

The steps below will walk through how to configure a contract request and vendor onboarding workflow to run in parallel. If you do not already have these workflows set up, see the Vendor Onboarding and Contract Request best practice templates.

Add the AutoCreate Vendor Action

First, you'll need to add an AutoAction phase to the contract request workflow. It can sit immediately after the request phase, but it's recommended to place it after an initial review or approval that confirms the request is valid. This prevents onboarding being triggered for vendors tied to unapproved services. To configure this:

1. Navigate to the contract request workflow, then next to New Phase, click Add.
   
2. Enter a phase title e.g. AutoCreate Vendor then click Save & Next.
3. From Actions, select the AutoAction | Create Vendor checkbox.
   
4. Click Edit AutoAction Values, then ensure that the Take Value from Form checkbox is selected for all fields except Status and Approval, which should be set Pipeline and Awaiting Approval respectively.
   
5. From Transitions, select the radio button for the next phase in the process.
6. Click Back to Workflow, then click  Reorder to move the phase to the appropriate point in your workflow, ensuring it comes before the Create Contract phase.
   
7. Click to edit the phase before the new AutoAction phase, then from Transitions select the radio button for the new AutoCreate Vendor phase.
   

Trigger the Vendor Onboarding

Next, configure a trigger on the vendor onboarding workflow to pull in new vendors. 

1. From the navigation menu, click Workflows.
2. Expand the 3 dots on the vendor onboarding workflow, then select Workflow Triggers.
3. Click Add Trigger.
4. Enter a name, e.g. New Vendor Added - Onboarding Required then click Create.
5. Click Add to assign the following conditions:
   1. Vendor / Status is one of Pipeline
   2. Vendor / Approval is one of Awaiting Approval
6. Click the pencil icon next to Trigger Status and select Live, then click Update.
   

Add a Conditional Approval

To confirm vendor onboarding is complete, add an approval at the end of the contract request workflow before eSigning. This can be handled by a central vendor management user or team.

1. From the contract request workflow, click the final approval phase to edit it.
2. From Approval, ensure that the Enabled and Parallel radio buttons are selected.
   1. If you currently have Simple enabled, navigate to Form Access to check who is responsible for this phase, then add them as a parallel approver first.
3. Click Add New Parallel Approval.
4. Select the required users or groups, then select the Conditional radio button and click Save. Usually this would be the main Gatekeeper admin, or the Vendor Management/Procurement team.
5. ClickAdd to assign the following conditions:
   1. Vendor / Status is one of Pipeline
   2. Vendor / Approval is one of Awaiting Approval

If you do not have a final approvals phase:

1. Add a new phase to the workflow.
2. Enable approvals, then configure the settings in Form Access, Notifications and Transitions accordingly.
3. Reorder the phase into the correct position.
4. Add a conditional transition to the preceding phase to repoint any new vendors to this phase, while existing vendors will bypass it. 

Edit AutoAction Values for Onboarded Vendors

Finally, configure the vendor onboarding workflow to automatically update the values for Status and Approval on the vendor record.

1. Click to edit the Done phase on the vendor onboarding workflow.
2. From Actions section, select the AutoAction | Update Vendor checkbox.
3. Click Edit AutoAction Values, then ensure that the Take Value from Form checkbox is selected for all fields except for Status and Approval, which should be set to Live and Approved respectively.
4. From Notifications, enable the email notification toggle for the CC Group recipient. 
5. Select the group used in the final approval stage of the contract workflow.
6. Populate the email template content then click Update.

To copy the example notification content, click to expand the section below: 

This is an automated email to confirm that <strong>{{ card.name }}</strong> has completed the <strong>{{ workflow.label }}</strong>

If this vendor is also setting up a <strong><a href="CONTRACT WORKFLOW URL">new contract</a></strong> which is awaiting approval that this process has been successful  - you may provide this now! 👍
    

FAQs

Additional Reading 📚

• Configure a Workflow Trigger - Learn how to configure automatic triggers for workflows.
• ⚡️ Test Triggered Workflows - Learn how to set up custom fields for the purpose of testing triggered workflows, without having to wait for real trigger scenarios to occur.
• 🛠 Create your own - Vendor Onboarding Workflow - See how to configure our Best Practice Vendor Onboarding workflow template.