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Workflow Initiation Overview

This article outlines the ways to initiate a workflow process in Gatekeeper, including automated triggers, form submissions, and portal-based requests.

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Initiation Methods

Workflows can be initiated in several ways, depending on how you want workflow cards to be created. Some methods are fully automated, while others require a user to manually complete and submit a form. The table below outlines each option for starting a workflow process:

Method Description Best For Notes
System-Generated Triggers

Workflow cards are created automatically when predefined conditions are met. For example, a trigger might create a card 60 days before a contract ends, or when a file has an upcoming expiry date.

Triggering contract renewals, expiry notices, or other status-based alerts (for example, a change in  Market IQ score)

  
Public Form Public forms let anyone submit a request without logging into Gatekeeper. Each workflow has its own unique URL, which can be shared regardless of whether the recipient has a Gatekeeper account. Capturing requests from internal staff without Gatekeeper access, for example onboarding a new vendor  
Employee Portal/Submit Requests Dashboard Authenticated internal users can browse and complete workflow forms in a centralised hub (the Employee Portal or the Submit Requests Dashboard). Giving authenticated internal users a simplified way of submitting intake forms with real-time tracking

Requires the Employee Portal
Submit From Contract Internal users can initiate workflows directly from any contract record they have access to in the Vault.  Submitting contract amendments, early renewals, or any other actions tied to a specific contract

Requires the Employee Portal
Create Cards via Email Cards are created automatically via Lumin Intake when a contract file is sent to a designated email address. Capturing contract requests without needing to log into Gatekeeper, where a contract file already exists  
Vendor Portal Requests Vendors can submit workflow forms directly through the Vendor Portal. Vendors initiating requests themselves, such as an updating information in their contract record.

Requires the Vendor Portal
Personalised Touchless Form Links Internal staff can generate unique, personalised URLs for Touchless Contract workflows and share them with vendors. When a vendor submits via a personalised link, the system creates a workflow card and assigns the internal contract owner based on whose link was shared. Automating creation of templated contracts e.g. NDA or MSAs  

Workflow Administrators and Local Workflow Administrators can also create cards manually directly from the kanban board.

Note: When Touchless Contract Forms are enabled, manual card creation is not available.

Combining Initiation Methods

Some initiation methods can be enabled together:

  • Employee Portal/Submit Requests Dashboard and Public Form: Allows forms to be submitted via the public URL, or the Employee Portal/Submit Requests dashboard.

  • Employee Portal/Submit Requests Dashboard and Create Cards via Email: Users can submit forms from the Employee Portal/Submit Requests dashboard, or cards can be created automatically from inbound emails via Lumin Intake.

  • Triggers can be configured alongside any other initiation method. 

The rest of the initiation methods are incompatible.