State content transitions

These transitions are actioned by changes to the content, for example, a page update, reaching the state expiry due date, content approval or rejection, or the completion of an add workflow task.

Content review transition

This transition is similar to a state selection transition, but the focus is on reviewing document content rather than choosing a state (the workflow determines which state to go to depending on the outcome of the review).

Workflow state dialog box - Content review

A reviewer selects Approve or Reject, and the workflow transitions to the destination state set in the applied workflow for the approval or rejection decision.

When the review requires more than one reviewer’s decision, by default, all reviewers must agree on the review decision for the transition to occur. This can be, for example, when two or more reviewers are assigned, or a minimum approvals requirement has been set in the workflow for the approval.

The updated, expired, and task completed transitions can be added to a state with a content review transition. However, you cannot have a state transition (a user submit or select transition) in a state with a content review transition.

An approval is added to a state, and the approval decisions for the approve and reject are added for the state. These are the state approved and rejected parameters.

Once an approval is added to the state, both review decision buttons are displayed in the workflow state dialog box, even if no destination states have been added. When there is no destination state, no transition occurs for the review decision, but the decision is recorded in the document activity for the page.

{workflow:name=Content review}
  {state:A|approved=C|rejected=B}
     {approval:Review}
  {state}
  {state:B}
  {state}
  {state:C}
  {state}
{workflow}

Three-state workflow diagram - Content review transitions

Workflow state dialog box - Content review transition - Approve and Reject options

In the workflow builder state transitions editor,

The approved and rejected transitions for the content review are only available when a content review (approval) has been added to the state

If the approval is added to the state, but the Approved and Rejected transitions are not added. However, the workflow state dialog still displays the Approve and Reject buttons, but:

There is no transition on a reviewer's reject or approve decision
The decision is recorded in the page document activity report

You do not need to add both the Approved and the Rejected transitions.

A content review transition can also occur when a trigger listens for an event and uses an action macro to approve or reject the content.

Content expiry transition

A state can be given an expiry date. On the state expiry, a transition can be set to occur.

cdmdc_worfklowstaedialogbox_approvedfinalstate_withduedate_6months.png

Workflow state dialog box - Approved state with due date

For example, an expiry period for your approved content can be set with an expired transition to send your document to a new state where a check for stale content can be undertaken.

The expired transition is not shown in the workflow state dialog box, but you can check the overall workflow and view the transitions and the destination state for each transition using the workflow icon on a page.

cdmdc_workfflowinspector_onpage_workflowwithexpiredtransitions.png

Workflow inspector - Visual workflow diagram - Workflow with expired transitions

The expired transition can be added with a state transition (submit, select) or a content review transition. You can also add the updated and task completed transitions.

If the state expires with an added expired transition:

The duedate parameter determines the expiry date
The expired parameter specifies the destination state for the transition

The expiry date is displayed as a lozenge in the workflow state dialog box. The expired transition is undertaken by the workflow and is not shown in the dialog box.

{workflow:name=State expiry}
  {state:A|duedate=P1W|expired=C}
  {state}
  {state:B}
  {state}
  {state:C}
  {state}
{workflow}

Three-state workflow diagram - expired transition state A to state C

Workflow state dialog box in a state with an added expiry

In workflow builder:

A state expiry transition can be added to the state using the state transitions editor
State transitions editor - Expired transition

The expired transition only occurs if a due date has been added to the state and the Expired transition was added before reaching the added due date.

Add a due date for state expiry using the state editor

Workflow builder - State editor - Due date

Updated content transition

States can automatically transition if the content is updated (edited and saved).

cdmdc_workflostatedialogbox_inprogresssate_nodisplayedtransitions.png

Workflow state dialog box

The updated transition is not shown in the workflow state dialog box, but you can check the overall workflow and view the transitions and the destination state for each transition using the workflow icon on a page.

When the state only has the updated transition, only the workflow progress bar is displayed in the workflow state dialog box. If this is a workflow final state, the dialog box also includes a published message.

cdmdc_workflowstatedialog_approvedfinalstate_notransitions.png

Workflow state dialog box - Final state

The updated transition can be added with a state transition (submit, select) or a content review transition. You can also add the expired and task completed transitions.

The updated transition only occurs when the document is edited. If the update is a different document change, such as a label change or an attachment change, a workflow editor can add an event-trigger transition to the workflow to listen for the change and transition the state.

The updated parameter specifies the state to transition to if the content is updated.

If it is used for a state with the final=true parameter, the workflow state dialog box displays a message about the publishing process; otherwise, it the dialog box is empty except for the state name.

{workflow:name=Content update}
  {state:A|updated=C|final=true}
  {state}
  {state:B}
  {state}
  {state:C}
  {state}

Three-state workflow diagram - updated transition state A to C

Workflow state dialog box - Final state A

In the workflow builder state transition editor:

A state Updated transition can be added to the state

The transition occurs when the document is edited and the changes are saved. Adding a label or an attachment does not transition the state.

Tasks completed transition

States can automatically transition when all the workflow tasks are completed.

cdmdc_workflowstatedialogbox_notransitionsdisplayed_taskbylineonpage.png

When a state only has a tasks completed transition, only the workflow progress bar is displayed in the workflow state dialog box.

Any pending tasks can be viewed using the tasks byline on the page to open the tasks dialog box. You can use this dialog box to complete the pending tasks and transition the state.

Tasks dialog box - One pending task

All pending tasks must be completed for the transition to occur.

You can view the workflow transitions and destination states using the workflow icon on a page to view a visual workflow diagram.

A tasks completed transition can be added with a state transition (submit, select) or a content review transition. You can also add the expired and updated transitions.

The state completed parameter specifies the state to transition to when all tasks are completed. Pending tasks are listed in the tasks dialog box accessed using the tasks byline breadcrumb. The tasks byline is only displayed when a workflow task has been added.

{workflow:name=Task completion}
  {state:A}
  {state}
  {state:B|completed=C}
    {task:name=Complete this task|note=Task completion will cause transition to state C.}
  {state}
  {state:C}
  {state}
{workflow}

In the above workflow, a workflow task, Complete this task, is added on each transition to state B.

Three-state workflow diagram - tasks completed transition state B to state C

The task byline is used to open the tasks dialog box and complete any pending workflow tasks.

On completing the task(s), this workflow transitions from the current state B to state C.

In the workflow builder state transitions editor, you can

add a Tasks Completed transition to a state

Before the transition occurs, all the pending workflow tasks must be completed. These can be workflow-added tasks and user-added tasks.

Cloud Migration Resources

State content transitions

State content transitions

Content review transition

Content expiry transition

Updated content transition

Tasks completed transition

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