Adding extra utility to your automated Vendor & Contract setup workflow
See also: Gatekeeper Touchless Contracts™
Introduction to Touchless Forms
Touchless Contract workflows allow you to automate one of the major initial hurdles in maintaining a CMS: compiling the initial metadata when setting up new relationships and simplifying the contract setup process
With the creation of a Touchless Form, external contacts can self-register their Vendor Record and User Profile while previewing and agreeing to a set of your legal terms (usually an "NDA" or "Terms of Service")
All you need to share with them is a touchless link, like this example
The "Personalisation" Feature
There is an extra dimension which can be added to these automated forms to enhance internal ownership within your CMS
If you have Vendor & Contract Managers who want to maintain visibility on their relationships & agreements, the ability to assign Contract Owners & Vendors Owners is a core piece of functionality you should leverage in the Gatekeeper system
💡 Being listed as an owner influences which records you can see, the content of your dashboards and even your involvement in workflow processes (such as Contract Renewals/Due Diligence Assessments) 💡
To assist with this, Touchless Workflow Forms can be enhanced to embed the Internal Owner for each new contract from the very start of the process.
What it does
When you create a Personalised Touchless link for a user, this will generate a new unique url for the same Touchless Workflow Form. Therefore, when one of these new links are used by Vendors to initiate a contract request, the Internal Contract Owner can be dynamically assigned based on the user that prompted the submission (i.e. the user associated with the unique link)
Without this, you would need to assign a generic owner for all incoming touchless contracts, which could work fine. However, it doesn't provide the same caliber of responsibility & stakeholder oversight as a personalised link!
🛠 Configuration 🛠
Configuring the ⚙️AutoAction ⚙️
1. Find your workflow phase where the Contract Metadata Record is created
2. Hit 
Edit This Phase
3. Head to the Actions tab
4. Under ⚙️AutoAction | Create Contract, click Edit AutoAction Values
5. Next to Internal Owner, tick the ☑️ checkbox to take use Card Creator for the metadata value
6. Hit ✅ Save
💡 NB. If you still set a fixed value for this Internal Owner field, Gatekeeper will only use it if no "Card Creator" value can be found - you can think of it as a "Backup" owner 💡
Configuring a 🔗 Personalised Touchless Link 🔗
1. Head to Start Phase of your Touchless Form workflow
2. Hit Edit This Phase
3. Head to the Form Access tab
4. Hit 
Manage Personal Links, followed by ➕Add Personal Link
5a. Begin typing to create personalised links for specific users
OR
5b. Hit Select All to create a personalised link for every user in your Gatekeeper environment
6. Hit ✅ Save
Once created, these new links are immediately ready to copy & send for use!
You can copy them to your clipboard from this Form Access view to share with the designated owner or directly with any prospective vendors:
Or, if using Employee Portal, users with a personalised link will see this on their own Submit Requests dashboard:
