For background please read the 📖 Workflow Owners Overview guide
"Dynamic Owners" refers to an individual user who should be made responsible for a workflow phase based on their relationship to the specific Contract or Vendor linked to the Workflow card at that phase
For example, a Contract Owner who needs to review an expiring contract and determine if renewal is required
When a phase is configured like this:
Gatekeeper will check each record in the repository for the corresponding user:
Available Options
Dynamic Owners you can choose are:
When using 🔘Internal as the phase setting (meaning Gatekeeper will use Internal Users):
🔘 Team Owner - this will use the Team Owner of the user responsible for creating the Workflow Card
🔘 Vendor Owner - the internal Owner of the Vendor Record
🔘 Contract Owner - the internal Owner of the Contract Record
NB. If you add additional Contract Owner Types to your Gatekeeper environment, these will be available for selection here too!
🔘 Form field - the value from a field within the form allowing for a user/workflow group to be chosen
🔘 Card Creator - the user who created the workflow card
💡 If using "Card Creator" as the phase owner for a Triggered workflow, Gatekeeper will still attempt to populate an owner, using the below rules:
If there is a Contract Owner
➡️ Assign the main Contract Owner
If there is not a main Contract Owner but a different Owner type
➡️ Assign this other Owner
If there are no Contract Owners at all
➡️ Assign the Contract Creator
If the contract was created via API or Bulk Import (and therefore has no "creator user")
➡️ Assign the Workflow Creator
When using 🔘 Vendor Portal as the phase setting (meaning Gatekeeper will use External Vendor Users):
🔘 Contract | Owner - the user from the Vendor assigned as the Contract Owner
🔘 Vendor | Owner - the user from the Vendor assigned as the Vendor Owner
🔘 First Vendor User Only - The first user added to the Vendor record
🔘 All Vendor Users - any active vendor user from the Vendor record
How to Assign Dynamic Ownership to a Phase
Step 1) Click to edit the Workflow phase you wish to configure
Step 2) Go to the Form Access tab
Step 3) Under Auto-Assign Rules, select the dynamic owne
Step 4) Hit ✅ Save
💡 You can also select 🔘 Card Creator as well as a dynamic owner
When doing this, you can think of the Card Creator as a "backup" (to prevent no owners being assigned)
Gatekeeper will attempt to assign the dynamic owner first. Then - if no dynamic owner can be found - will assign the Card Creator instead