Workflow Icons

This article can serve as a "cheat sheet", summarising the various icons to be aware of as an administrator while overseeing a workflow

  1. Card name
  2. Associated Objects
  3. Owners
  4. eSign
  5. Timers
  6. Market IQ

Card Name

This is the label identifying the content of a card

Configuring this label

If you add a Predefined Form section of type Vendor/Contract to a workflow form, the Card Name will default to the Contract Name or Vendor Name (based on whichever section you add first)

See Building a Form for guidance

However, you can choose any other form field (where the field type is Single line text/Contract/Vendor/Category/Entity/Team) to serve as the Card name, as below:

The field currently being used as a card name can be identified by its bold text in the Form config tab

Cards where the 'Card Name' form field is not populated will be assigned a generic number (taken from the card ID) until the field is populated:


These icons are found on the right of a workflow card:

Contract:  This shows that a Contract metadata record is linked to the card. This could be either from having been pulled from the repository onto the workflow (e.g. in a triggered renewal workflow) or from being created on the workflow (via a Create Contract Action)

Vendor: This shows that a Vendor record has been linked to the card, either via the same criteria as above (being triggered onto the workflow/created within the workflow) or if the Vendor has been associated with the form as part of a new contract request)

Attached File/s: This shows that one or more documents have been attached to the workflow form via "Attached File" fields

NB. The Vendor & Contract icons can be clicked to open the parent object in a new tab:

Card Owners

The icons found on the left of a workflow card indicate who is currently responsible for the card. i.e. who can access the form and perform actions

(These icons do not indicate users who have access due to Workflow Administrator/Collaborator permissions)

Individual - an image of a user  (or a blank avatar if they have not uploaded a profile picture yet) shows that the card is owned by a single person

Workflow Group - An avatar next to the workflow symbol indicates a card is owned by a workflow group (wherein any members of that workflow group can complete the actions/approval/form inputs on behalf of the group)

See Workflow Group Authorisation for information on how to automatically assign these groups

Multiple Owners - Multiple blue avatars indicates that many owners (i.e. more than one Workflow Group/individual user) have been assigned to the card

If these multiple owners also have "Parallel approvals" assigned, you will see a counter alongside the owner icon indicating how many approvals have been received and how many in total are required.

 No owners - When nobody is assigned, the groups avatars will appear empty

Using these icons

As seen in the above gif, hovering over each of these icons will reveal the title/name of the user/group who they represent

You can also use these icons to assign & amend owners

Clicking the icon will present a pop-out box, allowing you to add (and remove) new ad-hoc card owners:

Users/Groups added to a card this way will receive a notification email with content from that preconfigured in the phase's Form Access tab

See Configuring Workflow Notifications for guidance


When using Gatekeeper eSign on a workflow, the card will have a new footer (containing the Gatekeeper eSign logo) appended to give you an at-a-glance indication of the eSign status without having to click into the card:

Draft: An eSign sender has begun assigning signatories but not sent the document out for signing yet

Awaiting Internal: Currently an internal signatory has been requested to sign

Awaiting External:  Currently an external (Vendor) user has been requested to sign

Awaiting Both: Both internal and external signatures are in progress

Processing: The document has received all necessary signatures and Gatekeeper eSign is completing the PDF update

NB. This status should only be visible for a matter of seconds. If - after refreshing the workflow - your eSign status seems "stuck" in processing, ensure you had not "locked" your file, preventing Gatekeeper eSign from compiling the signatures

Completed: All signatures have been received

Cancelled:  A workflow user/eSign sender has cancelled the eSign process

Declined: One of the signatories declined signing the document

See Also: Initiating eSign from a Workflow


Various times are recorded against workflow cards & stored for audit purposes.

They can also give useful indications of the duration of various processes, help identify bottlenecks and can be used in filtering and reports:

Total Time on workflow - This will show how long this card has existed on the workflow. Hovering over the icon will show the date&time the card was created & when it was last updated

Time on current phase - This will show how long the card has been on the current phase. Hovering over the icon will show the date&time the card arrived on the current phase

For the below icons, see Workflow SLA Timers

SLA Timer (Time until deadline) - This will show how much time remains until the SLA deadline for the card on the current phase

SLA Timer (Time past deadline) - If the SLA timer has expired and the card has not moved, this will show how long it has been since SLA timer expired

Overdue indication: When an SLA is passed (and the card does not automatically transition based upon this deadline), the card's border & name will turn red, making it stand out and require urgent review:


Market IQ

For Onboarding processes, gathering risk data about vendors is a key piece of Due Diligence. To represent Gatekeeper's Market-IQ risk data, workflow cards containing Vendor objects which have been linked to the data feeds will display the Grade Score of the linked feed/s:

Market IQ CyberSecurity Risk Scores:

Market IQ Credit Rating Finance Risk Scores:


See Market IQ for more information on this module