Workflow State
- Robert Alexander Marshall
Overview
When a workflow is applied to a page or blog post, the content byline item showing the current workflow state is added to the page/blog heading.
Related pages
A workflow state is a milestone in your documentation process. At any one time, the content can only be in one state.
If you want to view the workflow currently applied to the page, choose Show Workflow from the page tools menu or Show workflow the workflow popup ellipsis action menu.
Each state in a workflow has
a unique name
a colored state byline circle
an (optional) description
A state can also have a number of attributes including
the transitions that are available from that state to another state
whether a content review can be undertaken in the state
the ability to assign reviewers to the content review
whether the state will transition if the content is updated
the option to set a due date for the expiry of the state
A single state in a workflow can be set as a final state.
Each state in a custom workflow can be edited using the workflow builder visual editor and/or the code editor.
Workflow state
The name of the current state of the page is shown next to a colored status indicator circle on the page.
Choose the state byline link to open the workflow popup.
Attributes for the state (state name or approval name if present, any added state description, expiration period) are displayed in the workflow popup.
State content review
In this state, Review, there is a content review transition.
For the Review state, the workflow popup displays
the content review (Review this page)
the Approve and Reject buttons
Add comment dialog box for the reviewer to include an optional note about their review decision
If the state content review is set to be assignable for reviewers
+ Add Reviewer option is displayed - this allows one or more users to be assigned as a reviewer to the content review
If the workflow content review is configured to automatically assign reviewers on transition into the state
avatars for the users who are assigned reviewers are displayed
State select transition
A workflow state can be configured to allow a user to select the destination state for the transition.
If the state is configured for this select type of transition, in the workflow popup, a user
selects the destination state from a dropdown menu
chooses the Submit button to transition the workflow
One or more states in the applied workflow can be configured in the workflow template as possible options for destination state. The select transition option and the content review transition cannot be added to the same state at any one time.
Final state
A single state in a workflow can be set as a final state. The default state byline circle for a final state is green.
Other state transitions
The final state is usually configured with a single transition actioned by the workflow when the page is updated. A good practice is having no transition that is actioned directly by the user - no content review or a select transition. The workflow popup in this case only contains a link to the document activity report.