Add and edit state transitions in workflow builder

Overview

In workflow builder, you can use the state editor in the workflow panel to edit each state and add and edit transitions.

Open

The number of current transitions from the state is displayed.

Choose Transitions (or +Transitions button in the navigator panel) to view and edit the existing transitions or add any new transitions for the state 

Open

Use the dropdown menus to choose:

• the type of transition

• the destination state for the transition

The approval transitions, Approved and Rejected are only available after an approval has been added to the state.

Default transition

A new state will have the default transition that allows a user on the page to select any other state in the workflow as the destination state.

The transitions editor will display no transition type or destination state for the default any state transition.

In a state with no approval added, you can add one of each of the select, updated, or expired transitions.

If an approval is added to a state, you can only add one of each of the approved, rejected, updated, or expired transitions.

Viewing transitions in the workflow builder

In the app space settings

• open the visual editor for a custom workflow

• choose a state name in the workflow panel (or a state lozenge in the navigator panel)

This displays the state editor for the chosen state in the left-hand workflow panel.

The panel displays the following state attributes:

• the state name

• state attributes, such as final

• the number of Transitions and Approvals

Editing a state transition

The current state Approved in our example has a single transition.

To add new transitions or edit the existing transitions from the state:

• choose Transitions (or + Transitions button in the navigator panel)

Use the dropdown menus to edit the type of transition and the destination state for each transition.

Approved and Reject transitions are only available when an approval has been added to the state.

• choose Add to update the transitions for the state

Transitions available to add for a state without an approval

If an approval has not been added to the state, the workflow limits the choice of transition to

• Updated

  • the workflow transitions to the set destination state when the document is edited and saved

• Expired

  • the workflow transitions to the set destination state when the Approved state due date is reached. A due date period must be set in the state editor

• Select

  • the user chooses the destination state from one or more states using the workflow from the workflow popup

  • options for the destination state are configured for the select transition by editing the state in the workflow

Add or edit a transition

To add a new transition or amend an existing transition

• choose the Transition (or the existing Updated) dropdown menu

• select the type of transition

• open the State dropdown menu

• select the destination state for the transition

• choose Add to confirm any changes and update the transitions for the current state.

When adding a Select transition, you must add at least one destination state in the transitions editor. If you add more than one, the page editor can choose the destination state from the states.

The destination state for this select transition is chosen from these states by the user using the workflow popup on the content.

Deleting a transition

Highlight it to delete an existing transition.

Choose X to remove the transition.

Select Add to confirm the change and update the transition for the current state.

Transitions from a state with an added approval

When a state has an approval

• the Approved and Rejected transition options become available for the state in the transitions editor

• the select transition is not available

The Review state above has three existing transitions

• Updated is used to monitor any edits on the content in this state

• Approved and Rejected transitions are components of the content review in the state

An Expired transition can be added if required.

Transitions from the Rejected state in the Basic Approval Workflow

The Rejected state in the Basic Approval Workflow has two existing transitions

• Updated and Approved

Rejected and Expired transitions can be added to this state if required.