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Edit, add and delete a state in workflow builder

Owned by Robert Alexander Marshall
Last updated: Aug 15, 2023
6 min read

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.

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.

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).

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

The state editor displays 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

Mouse over the state name to display a pencil icon to edit the state or choose the State button in the navigator panel.

Use the text boxes to edit the state details.

  • state Name

  • state lozenge Colour using the color picker or by adding an appropriate hexadecimal color code

  • set a Due Date (expiry date) period or specific date using the dropdown options

  • set the state attribute to define it as the final state in the workflow

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 an initialization of any existing applications of the workflow to transition to the new state, 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'.

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).

 

The Add a state dialog box allows you add a named state and configure the attributes.

A new unique state name is mandatory to activate the Add button in the Add a state dialog box

Once a name is entered, you can also add the attributes for the state.

  • state Description

  • state indicator circle and state lozenge Colour

  • set the state as the final state in the workflow

Choose Add in the Add a state dialog box to add the state to the workflow.

Choose Save to save the changes to the workflow in workflow builder.

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.

Choose the back arrow in to the left of the new state name to return to the workflow panel.

Select the current workflow name to open the Edit Workflow panel.

Edit the workflow name to create a unique name.

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

After adding a new state using the state editor, the new workflow state

  • is displayed in the visual workflow diagram in the visual editor

  • added as the last listed state workflow panel

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 editor for the state. You can use the state editor in workflow builder to add transitions.

When you Save the workflow in workflow builder and you Exit to the space settings Document Control dashboard the workflow name is appended with (Copy).if you have not added a name after making changes to a workflow bundled with the app.

When viewing the content the new state will be added to the progress tracker in the workflow popup.

Moving a state in the workflow

The order of the states can be changed in the workflow panel by dragging and dropping the state.

  • changes in the order will be reflected in a change in the visual workflow displayed in the navigator panel in workflow builder

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

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