Learn about all the possible ways to Track & Measure your Workflow processes....
.....as well as how to customise these views for any analysis & insights you require
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Estimated Read Time: 7 minutes
Sections in this Article
Which Reports/Dashboards/Views can I use to access Workflow information?
Contract & Vendor "Forms" Tabs
Which of these should I use? 🤷♂️
For Executives/Budget Holders/Approvers
Additional Information
Kanban Board View
Scope: Oversight of in-progress workflow cards divided into Phases to indicate their current status and progress towards completing the entire process
When opening the Kanban Board, there is a lot of information which can be deduced from the cards and all the icons displayed
For a full walkthrough of the kanban icons, see 📖 Workflow Icons
The kanban display can also be filtered to show you cards which match of the specific criteria
Options you can use to filter are:
Users: Show me cards owned by the selected user/s
Teams: Show me cards where the Card Requestor's Team matches the selected Team/s
Workflow Groups: Show me cards owned by the selected Group/s
SLA Expired: If "Yes", show me cards where the SLA Deadline has been passed
If "No", show me cards currently within their deadline
To apply a filter to your Kanban board:
Step 1) Head to the top-right of the kanban board and select the Filter icon 
Step 2) Select your filter criteria
If desired, you can hit ➕ Add Condition to filter using more conditions
Step 3) Hit ✅ Save
If this filtered set of workflow cards is one you wish to revisit frequently, you can hit Save This View:
Afterwards, a saved view can be easily loaded by choosing it from your dropdown list:
Card Ordering
Within the Kanban view, the default setting is to list Cards in Age Ascending ("Time on Phase - Newest")
i.e. New cards will be displayed at the top of Phase columns
However, there are some other pre-built ordering options to select from - these can be found on the top left of the workflow, next to the search filter:
Kanban List View
Scope: Oversight of all workflow cards with the option to include more details from the Form about the associated Contract/Vendor/Workflow Process
If you prefer to see more details from the workflow forms, you can switch from a kanban view to a list view using the List icon 
While using the List view, you can amend the lists to include whichever fields you want to see
These fields can include:
a) Information about the Workflow Process (such as the Current Phase, Card Creator)
b) Information from the Workflow Form (including Contract/Vendor fields and any form fields)
To add/remove Workflow Fields (including any field from the Workflow Form) in the list view:
Step 1) Head to the top-right of the kanban and select the Configure Columns icon 
Step 2) Select your desired fields, either by searching, navigating through the menu or simply hitting SELECT ALL to include an entire section
Step 3) If needed, use the Reorder icon 
to drag & drop the selected fields into a new order
Step 4) Hit ✅ Save to reload your list view with the new fields/ordering
After configuring the fields you wish to see, you can apply a filter to only reveal cards which match criteria - this works the same as the kanban board filter from above ⬆️
After selecting your list's fields (& applying any filters, if required), you can also hit Save This View so you can easily return to the workflow & reload the layout
These Lists can also be exported to CSV so you can use them in Excel/Google Sheets for other reporting purposes:
My Dashboard
Scope: A central hub for users to view their responsibilities across all workflows
"My Dashboard" serves as a hub for any Gatekeeper user who wishes to see what Workflow Cards they are involved in
Cards will display on a User's My Dashboard if they can view them on any workflow board
Technically these users could visit the kanban boards to find these cards as well.
However, if they are involved in many workflow processes and these workflow boards are quite long, hunting down each card could be quite a laborious task!
Within My Dashboard, there are some changes which can be made to suit what the users wants to see & how they want to see it:
Including/Excluding different Types of Workflow Card
Approvals - Enabling this will show cards where an Approval is required
Form - Enabling this will show cards where any part of the Form can be Updated
eNegotiate - Enabling this will show cards where eNegotiate actions are enabled (such as 'Submit Contract Draft')
eSign - Enabling this will show cards where the user needs to eSign (using Gatekeeper eSign)
Changing between Dashboard View Types
By Date: Show Workflow cards divided by This Week/Last Week/Older [than Last Week]
By Workflow: Show Workflow cards divided by their Workflow board
List View: Show all cards in a list where details like the Workflow/Card name are included as columns
👋 NB. Gatekeeper will save any of these settings you apply to your My Dashboard
Therefore, If you switch views/filters, remember that these filters will still be in place for your dashboard on future visits!
Card Age Report
Scope: A performance report showing insights about throughput & completion times of the Whole Workflow Process, Specific Phases, and individual Workflow Cards
This report allows gives you complete oversight of all workflow cards, showing metrics about how long they take from Start to Finish ("Days to Completion") and other useful information like how mane cards are Overdue (">SLA")
However, the true power of this report is unlocked when you filter it to a specific workflow:
If you select a workflow from the Kanban dropdown list 
, Gatekeeper will load up a phase-by-phase analysis, showing
- Current Open Cards on each phase
- Average Number of Days cards take to leave the phase
- Whether this average is above or below the SLA (indicated by the red line)
You can also filter this report by:
a) All vs "You Own" (only cards owned by the current user)
b) Dates, using either the preset dropdown list or the "Custom" date ranges
The date range you select here will filter cards based on the dates they were created
i.e. Cards created outside of the date-range you select will be excluded from the report
Card History Report
Scope: An audit report showing the history and metrics for all cards of a workflow
If you're interested in the underlying tasks which have taken place for your workflows, this report shows you that information for multiple cards in one view. From this report, you can view
- How many phases a card visited on a workflow (including if a card is sent back and forth)
- Who owned the card at each Phase of the workflow
- Actions (including Approvals) that were taken & the user/s who were responsible for them
Like with the List View, you can add 
Custom Filters or 
Additional Columns to this report to include more information about the process as well as more information from the Workflow Form
"Forms" Tabs
Scope: Displaying (and providing links to) the all workflow cards which have been linked to specific Contracts/Vendors
When viewing Kanban Boards, Dashboards Reports etc will give oversight into what is currently going on, what has recently taken place, the Forms tab gives context about what processes a specific Contract/Vendor
You can get to this tab by opening the Contract/Vendor record in the repository & using top menu to open the Form section:
This view offers basic information about the workflow/s which have been linked to the record, such as:
- The Workflow Name
- The User who initiated the process
- The Current Phase
- Whether the card is currently active (Live) or Archived
- When the last update was made
For users with access to the card on the workflow, these Forms rows will also contain links to take the user directly to the workflow card:
Which of these will work for me? 🙋
There are a lot of options above for getting visibility into what is happening on your Gatekeeper workflows
However, depending on your role in Contract & Vendor Management processes, some of these will be more useful than others
Below we have listed out our recommendations for the reports which will benefit you the most!
You will notice some recommendations have also been tagged with a bookmark icon: 🔖
For these, we recommend bookmarking them to a folder in your browser so you can easily find & access them in future:
I am a "Workflow Administrator"
I oversee entire workflow process/es & need to ensure all cards flow smoothly through the process, as well as performing some of the workflow tasks myself
Reports to use 📊
Card Age 🔖 - For key performance & workload metrics
Filtered Kanban View 🔖 - For prioritising bottlenecks & delays (Filtered by SLAs), For highlighting cards where your input is required (Filtered by Owners)
I am a "Contract/Vendor Owner"
I manage a few relationships on behalf of our organisation and only engage in workflows for these Contracts & Vendors
Reports to use 📊
Forms Tabs - for quick visibility of the active/historical processes for your key accounts
Filtered Kanban List View 🔖 - for oversight of your submissions & tasks
If you have the Employee Portal Module: the Submit Requests Dashboard 🔖
I am a "Approver, Signer"
I oversee a Department, Approve on behalf of a team or am an Executive Approver
Reports to use 📊
My Dashboard 🔖 - for easy access & prioritisation of any tasks you have to perform
FAQ 💬
Q: Who can view these reports?
A: This varies based on the specific report
Users require the ☑️ Reports Permission to access the Card Age/Card History reports
Any users who can view a workflow will be able to view the details of the Kanban/List views....however, the cards they see will be limited to their involvement in the workflow (i.e whether they own any cards or are a workflow administrator/collaborator)
Every user has access to a My Dashboard view
Q: Can I request a new report?
A: Of course
First however, we recommend considering whether the report you have in mind could already be achievable with a filtered & saved view you can create for yourself...
After this, if you wish to raise a specific request for the Gatekeeper Product team to consider, we recommend posting this to our Ideas forum here:
Q: Can Gatekeeper send these reports to specified users on a recurring schedule?
A: Currently (as of November 2023) no.
However, this is a feature on our roadmap!
If you wish to be notified when this feature is being released (or provide input on some features you want to ensure we add), please upvote/comment on the below Ideas Forum post:
Additional Reading 📚
Learn about all the information you can read from the icons & text present on your workflow kanban boards
⚡️GK Expert: Team Contracts Views
Learn about how you can use Custom Fields to grant users with access to Contracts/Vendors in the Gatekeeper repository insights into what is happening on a workflow