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Overview
In workflow builder you can use the state editor in the 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 to add and edit transitions and approvals for for the state using the state editor.
Changes to any of the bundled workflows will be saved as a custom A bundled workflow template can be opened and edited, but the changes can only be saved if a new name is added for the workflow. If the workflow name has not been changed the name will be appended with (Copy).The
An original bundled workflow will remain unchanged and cannot be overwritten.
Accessing the state editor panel
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 will display displays the state name and the number of Transitions and Approvals for of Transitions and Approvals for the state.
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 state parameters for the chosen state - final for a final state in the workflow.
Editing a state
Choose Mouse over the state name in to display a pencil icon to edit the state editor or choose the State button in the navigator panel.
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Use the text boxes to edit the state details.
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state
nameName
state lozenge
colorColour using the color picker or by adding an appropriate hexadecimal color code
set a
due dateDue Date (expiry date) period or specific date using the dropdown options
set the state attribute to define it as the
finalstate in the workflow
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There should only be one final state in a workflow. |
Save any changes to the state by choosing Apply.
When the workflow is applied to a page or blog post
the due date period is only set when a workflow transition occurs into the state on which the expiry has been added
If the state name is changed this may require
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an initialization of any existing applications of the workflow to transition to the new state
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, either manually on each individual page using the workflow popup or by a space administrator in the space Document Management dashboard.
Initializing the workflow removes any states that have become 'confused'.
The due date period is only set when the workflow transition into the state occurs.
There should only be one final state in a workflow.
Save any changes to the state by choosing Apply.
Adding a state
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 Add a state dialog box allows you add a named state and configure the attributes.
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A new unique state name is mandatory to activate the Add button .You in the Add a state dialog box
Once a name is entered, you can also add the attributes for the state using the state editor.
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state
descriptionDescription
- color for
state indicator circle and state lozenge Colour
set the state as the
(note that afinalstate in the workflow
A workflow can only have ONE final
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state.
Choose Add in the Add a state dialog box to add the state to the workflow.
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Choose Save to save the changes to the workflow in workflow builder.
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The changes are not saved to the workflow until you choose Save in workflow builder. Exiting workflow builder without saving will mean your changes will 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 workflow. 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.
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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Edit the workflow name to create a unique name.
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Choose Apply
Due date
The Due Date for expiry of the content in the state can be set. This can be a time period or fixed date.
the time Period can be set as Year(s), Month(s), Day(s), Hour(s), Minute(s) or Second(s)
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.
Saving changes to the workflow
Choose Add to update/add After adding a new state using the state in editor, the new workflow panel.
A new state state
is displayed in the visual workflow diagram in the visual editor
added as the last listed state workflow
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panel
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The state is added with a default state transition allowing a user to select one of any other state in the workflow.
When a new state is added, the new state has no transitions displayed in the workflow builder transitions . Use editor for the state. You can use the state editor in workflow builder to add transitions.
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The |
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workflow |
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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 will be saved as a custom workflow and the name 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 the progress tracker in the workflow popup.
In this example, the new state Annual Review has
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It could be used without transitions, simply moving all content to this Annual Review state by choosing to in space settings to initialize the workflow states in all the applied content at the starting point of an annual review.
Initialize states in space settings Document dashboard could be used to return all content to another state in the workflow at the end of the annual review.
Or simply add an approval to the Annual Review state.
The addition of the approval to the new state removes the default display of a new state transition to all other states in the workflow.
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only the default transition to any other state in the workflow and no transitions to the new state.
Moving a state in the workflow
The order of the states can be changed in the workflow panel by dragging and dropping the state.This can be used to help in visualizing the workflow. Any
changes in the order will be reflected in a change in the visual workflow displayed in the navigator panel in workflow builder
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Moving a state does not change any transitions to or from |
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state |
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Deleting a state
Open the state editor for the state to be removed and choose Delete.
Confirmation of the deletion of the state from the workflow is requested in an on-screen warning message.
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The deletion of a state will remove all approvals and transitions into and from this state.
Removing the Review state from the Basic Approval Workflow will leave the workflow with:
two states - Rejected and Approved
.one transition - the approved transition from Rejected to Approved
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Related pages
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| Child pages (Children Display) |
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Saving changes to the workflow
To save any edits to the current workflow and its states you choose the Save button in the navigator panel to save any changes made to the state editor in workflow builder.
Succesful changes saved to the workflow in workflow builder are confirmed in an on-screen message.
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If you have edited one of the bundled workflows without changing the workflow then the workflow is saved as a copy of the source workflow with workflow name appended with (Copy).
Editing a custom workflow will update the workflow without appending (Copy) to the workflow name.
You must then choose Exit in the workflow builder navigator panel to return to the space settings dashboard and update the space workflow with the changes made in workflow builder.
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