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Overview
In the space settings document management dashboard, each workflow builder you state in a custom workflow can be edited using the state editor in the workflow builder visual editor.
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You can use the state editor in the visual editor workflow panel to:
change the state name
add or edit the state description
set an expiry date for the state
set the state as the
finalstate in the workflow
You can also choose to also add and edit transitions and approvals for the state using the state editor.
A bundled workflow template
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must be copied to create an editable custom workflow. The workflow copy is created and saved with a unique new name. An original bundled workflow will remain unchanged and cannot be overwritten.
Accessing the state editor panel
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In the space document management dashboard open the visual editor for a custom workflow.
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The bundled workflows cannot be overwritten in the space document management dashboard. A duplicate can be created using the Actions menu option and the copy customized in the space. |
In visual builder
choose a state name in the workflow panel (or a state lozenge in the navigator panel)
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This displays the state editor for the chosen state in the left-hand workflow panel.
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The state editor displays
the state name
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the number of Transitions
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and the number of Approvals for the state
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Choose
choose Transitions to add new transitions or edit the existing transitions from the state.
choose Approvals to add new approvals or edit the existing approvals for the state.
It will also display any Any state parameters for the chosen state - final for a final workflow parameters are also displayed as a lozenge. In our workflow, the Approved state is configured as the final state in the workflow and includes a final lozenge.
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Editing a state
Mouse over the state name to display a pencil icon
click on the pencil icon to edit the state
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You can also choose the State button in the navigator panel |
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to edit the current state displayed in the left-hand workflow panel. |
Use the text boxes to edit the state details.
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To add a new state to the workflow choose +Add State in the workflow panel (or +State button in the navigator panel).
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The Use the Add a state dialog box allows you to
add a new named state
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configure the new state attributes
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A new unique state name is mandatory must be added to activate the Add button in the Add a state dialog box
Once a name is enteredAfter adding the new state name, you can also add the edit attributes for the state.
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A workflow can only have ONE final state.
Choose Add in the Add a state dialog box to add the state to the workflow in the visual editor.
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Choose Save to save the changes added state to the workflow in workflow builderthe visual editor.
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The changes Edits are not saved to the workflow until you choose Save in workflow builderthe visual editor. Exiting the workflow builder visual editor without saving will mean causes your changes will to be lost. |
If the workflow you are editing is one of the bundled workflows with the app you will not be able to overwrite this workflowYou must save a custom workflow with a unique name. An error message is displayed.
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When editing a bundled workflow the workflow name must be changed in workflow builder to save the workflow as a custom workflow with a new name.
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Choose the back arrow in to the left of the new state name to return to the workflow panel.
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Select the current workflow name to open the Edit Workflow panel.
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If required, edit the workflow name to create a new unique name.
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choose Apply
Due date
The Due Date for the expiry of the content in the state can be set. This can be a time period or a fixed date.
the time Period can be set as Year(s), Month(s), Day(s), Hour(s), Minute(s) or Second(s) using the dropdown options
if a more complex due date period of time is required then the ISO_8601 format can be used for the duration string e.g. P6M5D is 6 months 5 days
Fixed Date will access a calendar to choose the day of expiry
a Value Reference can also be used to set the due date value. This can be a workflow parameter value
If a time period is set, this is calculated from the date and time of transition into the state. It is reset each time a transition occurs to the new state.
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After adding a new state using the state editor, the new workflow state is
is displayed in the visual workflow diagram in the visual editor
added as the last listed state workflow panel
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added to the workflow code in the code editor
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The state is added with a default state transition allowing a user to select any one of any the other state states in the workflow.
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When a new state is added, the new state has no transitions displayed in the workflow builder transitions editor for the state.
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The workflow is now a customized copy of the original bundled Basic Approval workflow.
When you Save the workflow in workflow builder and you Exit to the space settings Document Control dashboard the workflow name is appended with (Copy).if you have not added a name after making changes to a workflow bundled with the app.
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When viewing the content the new state will be added to to add the updates to the workflow in the dashboard.
On viewing the page with the applied workflow, the new state is displayed in the progress tracker in the workflow popup.
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The order of the states can be changed in the workflow panel by dragging and dropping the state .
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in the workflow panel
Changes in the order
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are reflected
in a change in the visual workflow diagram displayed in the right-hand navigator panel
in workflow builderthe code editor
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Moving a state in the visual editor workflow panel does not change any transitions to or from the state. |
Deleting a state
Open the state editor for For the state to be removed and
open the state editor
choose Delete
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An on-screen warning message is displayed.
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choose Delete to confirm the state deletion
The deletion of a state will remove state deletion removes
all approvals in the state and transitions
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from the deleted state
and transitions from
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other states to the deleted state
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Removing the Review state from the copy of the Basic Approval Workflow will leave leaves the workflow with:
two states - Rejected and Approved
one transition - the approved transition from Rejected to Approved
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