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Workflow states are listed in the workflow panel in workflow builder.
A state can be added, removed and edited using workflow builder.
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State names are case sensitive. |
You can set state attributes
allow users to add tasks to the page
expire on a due date using a duration time or a fixed date
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There are also a number of reserved characters that cannot be used in a workflow state name such as = # @ { | [.
Choosing a state displays the state configuration.
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The following are displayed in the state panel
state name
state indicator colored circle
workflow
state attributes - displayed as a lozenge, for example if the state is taskable; is the final state; hidden from workflow popup (hide from path) progress bar; administrator only to action a transition (hide selection)
the Due Date or Due Date period for the state expiry (if present)
number of Transitions from the state
number of Approvals in the state
number of Tasks added on transition into the state
Choosing the state name opens the state editor.
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The state editor can be used to set the state attributes parameters.
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Transitions can be added to, edited in or removed from the state (choose Transitions to open the Transitions editor). Approvals (and the assignment of reviewers) can be added to, edited in and or from the state (choose Approvals to open the Approvals editor). Tasks can be set to be added by the workflow on a transition into the state (choose Tasks to open the Task editor). |
Inspect a state using workflow builder
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state parameters – details of any notable parameters (if present for the state), such as
taskable,finalorhidefrompath– see: {state } macrostate expiry or due date for the state.
This state panel also displays the number of state approvals, transitions and tasks.
You can
choose each one to view and edit existing individual named approvals, the transitions or state tasks
create a new approval, transition or task by choosing +add (or choose the number if present)
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edit the state name (state names are case sensitive)
edit or add a description of the state - usually the state names some detail of its use and features
customize the state color choosing from a dropdown palette or by the addition of an hexadecimal color
There are some reserved characters that are prohibited in a state name.
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Ticking the checkbox allows users to edit or remove due date. Note that the due date is reset on each transition in the state.
State
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attribute parameters
In the state editor you can change the behavior behavor of the state and the workflow popup on the page in the state.
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Taskable - enable users to manually add tasks in the state using the page tools menu
Final - defines the current state as the final (published) state in the workflow.
Each attribute added to a state are displayed as lozenges in the state panel.
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Adding either the Final or Version completed attribute sets the state indicator color to green to show this is the final workflow state for the content.
Only one state in a workflow can be defined as the final state. Choosing Final in a state will automatically uncheck FInal in any existing states.
State Further state attributes can also be set using the options in >Advancedoptions in the Advanced dropdown checkboxes.
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The workflow popup behavior for the state can be amended by ticking the checkboxes
Hide from path - removes the state from the workflow popup progress tracker when the content is in each of other states in the workflow
Hide selection - removes all transition options from the workflow popup when content is in the current state except for admin users
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Version completed
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- removes the Final attribute from the state and
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adds a K15T Scroll Versions app compatible attribute to the state
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Use
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Version completed if you are using Comala Document Management with K15Ts Scroll Versions app.
State approvals, transitions and tasks
The state panel also includes the number of each of the following in the state:
Approvals – the number of any content reviews (defined by {approval } macros)
Transitions – the number transitions from the selected state to other statesanother state in the workflow
Tasks - the number of tasks that will be added by the workflow on the transition into the state
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Transitions, approvals and tasks are added to each individual state. |
You can select Select each of these components to list the names of for any existing approvals, tasks or transitions or add new ones by choosing +add.
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Choosing the component name opens name opens the appropriate workflow builder editor panel for each individual named component -
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Choosing +Add option, for example + Add Approval above, also opens the editor to add a new approval to the state.
Add a new workflow state
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States can be dragged and dropped in the workflow panel to change the order displayed in the workflow popup progress tracker bar. |
Changes made to the order of the states will be reflected in the visual workflow diagram in workflow builder and markup notation in the markup editor but will not change any state transitions.
For any changes, once completed, ensure that you:
Choose Addchoose Apply in the state editor to confirm the changes for the state
Choose choose Save in the navigator panel to add these changes to the workflow
Select select Exit in the Navigator panel to add the updated workflow to the content
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State names are also case sensitive. For example, a state named MyState will be recognized as a different state to one named mystate.
Related Pages
Edit states in using workflow builder
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