Edit, add and delete a state in workflow builder

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 final state in the workflow

You can also choose to add and edit transitions and approvals for the state using the state editor.

Changes to any of the bundled workflows will be 6959897078. If the workflow name has not been changed the name will be appended with (Copy).

The original bundled workflow will remain unchanged.

Accessing the state editor panel

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 state editor will display the state name and the number 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 the state name in the state editor or the State button in the navigator panel.

Use the text boxes to edit the state details.

• state name
• state lozenge color using the color picker or by adding an appropriate hexadecimal color code
• set a due date (expiry date)
• set the state attribute to define it as the final state in the workflow.

If the state name is changed this may require any initialization of any existing applications of the workflow to transition to the new state - removing 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).

A new unique state name is mandatory to activate the Add button.

You can also add attributes for the state using the state editor.

• state description
• color for state indicator circle and state lozenge
• set the state as the final state in the workflow (note that a workflow can only have ONE final state)

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 the state in the workflow panel.

A new state is displayed in the visual workflow with possible transitions to all other states in the workflow.

When a new state is added, the new state has no transitions. Use the state editor in workflow builder to add transitions. 

The state is also added as the last listed state workflow panel.

Note that the workflow is now a 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 6959897078 and the name appended with (Copy).

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 no set transitions to or from the state.

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.

When adding a new state to the workflow you will need to also add transitions from the other existing states into this 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.

Moving a state does not change any transitions to or from the state. Changing transitions may change the layout of the workflow visual flowchart in the navigator panel

Note: you cannot move or change the first (or initial state) in the workflow using workflow builder. This can be done by copying and pasting the JSON markup for the state using the JSON editor.

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.

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.

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.

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.

Saving some changes to a workflow may cause an error. For example, changing the state name will not update a workflow trigger using the state name.