Hello and welcome to the 'Workflow 101' webinar. In this session, we covered the basics of our Workflow Engine, highlighting the key features in workflows.
Our goal was to help businesses like yours understand how workflows can enhance efficiency, productivity, and process management. We also looked at the importance of process digitalisation, and offered actionable steps to help you embark on this transformative path.
Summary breakdown
1:41 Intro
4:26 Gatekeeper's "Three Pillars" success framework
8:45 Importance of business processes digitalisation
10:39 Benefits of using Gatekeeper for workflow automation
13:38 Supported use cases
19:32 Getting started with workflows
20:45 What is a Kanban board
22:00 What a phase represents
23:15 What is a workflow card
35:28 What is a workflow form
51:51 Q&A
Webinar Q&A
Q: Can you discuss the Touchless NDA feature? Is it included only in the Enterprise version of Gatekeeper, or is it an add-on?
A: In a Touchless NDA workflow, external parties can easily register their user account and vendor record through a link you provide. Our AI auto solution streamlines their user experience, allowing them to preview and confirm the NDA terms upfront. This speeds up the process for faster signing and smoother transactions. You can read more about the Touchless NDA workflow in this Knowledge Base article.
We offer flexible pricing plans that include a range of workflow boards to suit your needs. For specific details regarding the available options and to discuss your requirements, please reach out to your dedicated Customer Success Manager.
Q: If I have an external step that needs to be completed as part of the workflow such as a Security Assessment, can that step be included into this Kanban board?
A: The level of inclusion in our workflow depends on your specific requirements. We have the flexibility to accommodate external assessment as needed. For example, our workflow template allows for phases that can take place outside of Gatekeeper, such as using a different e-signature solution or physical signing.
You can still leverage Gatekeeper to notify teams and store results once the external process is complete. Additionally, our clients often utilise integrations like Zapier or our open API to seamlessly push contract or vendor information to external systems. Gatekeeper's AutoActions feature enables you to facilitate these processes efficiently.
Q: Can you be specific on what risks the cyber tool is covering?
A: Market IQ Cyber provides a comprehensive view of third-party cybersecurity risks, empowering quicker and more informed decision making to minimise breaches and incidents. It leverages data from SecurityScorecard, the global leader in cybersecurity ratings and the only service with over 12 million companies continuously rated.
For further information on Market IQ Cyber and the 4 levels of cyber risk data it can provide, please refer to this Knowledge Base article.
Q: If a phase in a workflow gets rejected for missing critical information, can the owner go back in and update the card? I had a user mention that the fields have a lock icon next to them.
A: Yes, they can. In the contract request workflow, there is a phase called "review rejection" where cards can be sent back and reassigned if there are issues or clarifications needed. If you notice a locked icon in the highlighted field, it could indicate that the phase is not properly configured in the Form tab.
Please reach out to your Customer Success Manager to discuss this further and ensure the form is set to the desired level of user access.
Q: Can all Admins move cards to the end of the workflow? I've been able to, but others have not.
A: You need to be a 'Workflow Administrator' to be able to do that. Note that there are two different types of Administrators in Gatekeeper:
1. An 'Administrator' with permission to add, delete and edit data in Gatekeeper
2. A 'Workflow Administrator' who can manage all workflows within Gatekeeper
For further information, please see this Knowledge Base article on User Management.
Q: Do you have a video walkthrough of how to set up a workflow and take it through to completion? Examples could be NDA, contract.
A: Yes, you can find video tutorials showing how to set up the Best Practice Workflows in these setup guides:
🛠 Create Your Own - File Expiration Workflow
🛠 Create Your Own - Contract Renewal Review Workflow
🛠 Create Your Own - Contract Amendment Request Workflow
🛠 Create Your Own - Market IQ Escalation Workflow
🛠 Create Your Own - Vendor Onboarding Workflow
🛠 Create Your Own - Internal Contract Request Workflow
🛠 Create Your Own - ESG Due Diligence Assessment
🛠 Create Your Own - Touchless™ NDA Workflow
We also have various other articles that explain different workflow features, you can check them out here.
Q: If the lifecycle avatars don't have a name when you hover over them, is that an AI within Gatekeeper?
A: If the contract on the workflow card doesn't have an avatar, that's because it's assigned to a team (rather than an individual), multiple teams, or not assigned to anyone.