Estimated Read Time: 6 minutes
This month, we’re introducing AI-powered Custom Data extraction, more flexible workflow rules, and enhancements to Smart Forms, all giving you better control over vendor and contract processes and data.
Check out what’s new and how these updates can fit your processes.
AI Extract - Extract your Custom Data
Discover endless ways to simplify your work with AI Extract.
Effortlessly capture contract data by configuring Custom Fields. Just select ‘Extract Data’ and tell Gatekeeper exactly what information you need. Let AI handle the tedious tasks, so you can focus on what’s most important, such as improving your vendor relationships and securing extra savings.
While configuring Custom Fields, you can now select 
Extract Data then enter your Custom AI Instructions.
This will serve as the prompt for OpenAI to review new Contracts being generated via AI Extract and populating your custom data for you!
For additional guidance, see 📖 AI Extract - Custom Data Extraction
Vendor Portal Updates
Consolidation of Vendor User Roles
We've consolidate the permissions for Vendor Users down to 2 roles, making it easier for you to pick which privileges they should have while accessing your Vendor Portal:
To see this explanation in your tenant, head to Modules ➡️ Vendor Portal
Shared Folders
Vendor Portal admins can mark folders as "Shared", allowing Vendor users read-only access to any files and sub-folders within!
💡 Users can be granted permission to do this by heading to Modules ➡️ Vendor Portal and hitting ➕ Add Administrator
Do you need a Vendor Portal?
If you're constantly chasing vendor emails, updating spreadsheets, and manually tracking compliance, it's time for a better way.
The Vendor Portal gives vendors a secure, self-service platform to submit information, manage tasks, and stay compliant - reducing admin work for you and improving data accuracy.
You can automate onboarding & compliance checks so your vendors can complete every step with minimal effort from your team.
💡 See the ROI in action: Watch our ▶️ Vendor Portal Webinar to learn how teams in Gatekeeper are cutting manual effort and improving compliance.
Smart Forms Enhancements
New Best Practice Workflow
DORA (Digital Operational Resilience Act): A workflow designed for EU businesses to ensure they follow digital security rules. Shared Assessments has developed this workflow to help meet the highest compliance standards.
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- Get started here: 📖 DORA Risk Assessment Workflow
Use Smart Forms "RAG Status" as Workflow Rule-Conditions
While using Smart Forms within your workflow cards, it's now possible to take the RAG (Red/Amber/Green) score from the answers provided in the form as conditions for workflow rules in Custom Transitions/Approvals/Phase Ownership/Form Visibility!
So now you can automate more of the steps taking place within your Due Diligence & assessment workflows by allowing Gatekeeper to create dynamic approval paths, tasks, or additional reviews based on thresholds set by you!
Pictured below: A conditional approval being assigned to the Cybersecurity team for Vendors whose InfoSec Smart Form score is Red.
i.e. Any Vendors who achieve an Amber or Green score will effectively be pre-approved and not require review by the cybersecurity team
For additional guidance to help you get started, see the below articles:
📖 Smart Forms Guide - to learn how to configure and use Smart Forms
📖 Configuring Workflow Transitions - To see an example of how to configure custom workflow conditions and rules
Need Help?
If you're unsure how to start using Smart Forms or want to get more from them, contact your Customer Success Manager (CSM) for support.
Workflow Enhancements
My Dashboard - Cards take you directly to the Workflow Form
- Clicking cards in My Dashboard no longer presents a summarised pop-up view. It takes you directly to the card on the workflow board, ensuring you have a full set of information available.
Show pre-existing master files
- When an existing contract is pulled onto a workflow. For instance, during a Renewal, or an Amendment Request, Gatekeeper will also pull on that Contract's Master Record contract document. Therefore, users reviewing the agreement will have the data and the document on hand to easily check any details required
Use the "OR" operator within Workflow rule conditions
- Workflow rules now support the OR operator, giving you more flexibility when setting conditions. (Previously, only AND was available)
Contract Annual Value: Enter Decimals
- You can now enter decimal values in the Annual Value field within Workflow forms, giving you more precision when managing contract values.
Auto Actions: ☑️ Take Value From Form enabled for all fields by default
- While configuring new AutoActions, ☑️ Take Value From Form is now enabled by default for all fields, reducing manual setup time.
Have you considered a 'Managed Tenant'?
🚀 Many Gatekeeper customers are already seeing huge value from their Managed Tenants, so don’t miss out!
Maximise the ROI of your Gatekeeper plan with dedicated monthly professional service hours and expert support to ensure you're making the most of every feature.
Whether it’s optimising workflows, configuring the latest features, or making quick adjustments, a Managed Tenant gives you the flexibility and expertise to keep everything running smoothly.
Final Thoughts 💭
These latest updates are designed to save you time and reduce manual work. From smarter AI automation to better workflow controls, they help you get things done with less effort.
Give them a try and let us know what you think. We’re always working on ways to improve and love to get Feedback!
Want to Learn More?
- For setup guides and tips, Check the links in this article.
- Need help? Contact your Customer Success Manager for personalised support.
— The Gatekeeper Team