Workflow State Transitions

In CDM, you can create one or more transitions for each workflow state. A transition moves the current workflow state to the next state in the workflow process.

For each workflow state in the workflow process, you can link multiple transitions to any number of other states. You then have the option to move the current state to any number of different states based on which transition you choose. You can assign one transition as a default to automatically move the current state to the next or you can choose which transition to use from the many you have created.

Add a Workflow State Transition

You can add a workflow state transition in CDM. A workflow state transition is used to move the current state to the next state in the workflow process.

1. Click the Home tab, then in the Navigation Pane, click Administration.
2. Under Workflow, double-click Workflow Templates. The Workflow Templates tab opens in the work area.
3. Select the workflow template to which you want to add a transition and click Edit.
4. For any workflow state, draw a line from the gray Out pipe to the white In pipe of the workflow state that you want as the next step in the workflow process. A transition line appears between the two states.
5. You can create many transitions from one state to several others and designate one transition as the default (to set a transition as the default, right-click it and select Default). The default represents the most likely transition to be used automatically when the state moves to another state. However, a user can choose the other transitions not designated as the default as an option when the state is moved.
6. Click OK.

Set Attributes for a Workflow State Transition

Workflow state transition attributes determine what actions take place when a current state is moved to the next state in a workflow. You can set different attributes for a workflow state transition in a workflow template.

For each workflow state transition, you can set the following attributes:

• Email Body
  Used to enter a message if a pre-configured email message does not exist for the workflow state. See Email Notification for Workflow Processes.
• Default
  Determines that the transition is to be used when moving a current state to the next state using the Move to Next State > Automatic option.
• Transition Rules
  Used to define workflow rules to control the workflow process based on user-defined conditions. Rules apply to either referenced or copied object-level workflows.

To set attributes for a workflow state transition in a workflow template:

1. In the Workflow Templates tab in the work area, select the workflow template and click Edit.
2. To enter a message if a pre-configured email message does not exist for the workflow state, right-click a transition and select Email Body. Enter the text of the message to be sent and click OK.
3. To set a transition as the default transition, right-click it and select Default.
4. To apply transition rules, right-click a transition and select Transition Rules and apply the condition.
5. Click OK.

Edit a Workflow State Transition

You can change the details of a workflow state transition in a workflow template.

1. In the Workflow Templates tab in the work area, select the workflow template and click Edit.
2. To enter a message if a preconfigured email message does not exist for the workflow state, right-click a transition and select Email Body. Enter the text of the message to be sent and click OK.
3. To reposition a transition, click and hold the transition at either the gray Out pipe or white In pipe of the workflow state and drag it to the corresponding pipe on another transition. The transition line is repositioned.
4. To edit the message that is to be sent by email when the workflow state is moved, right-click the transition and select Email Body. Edit the text of the message and click OK.
5. To edit a transition as the default when the workflow state is moved, right-click the transition and select or clear Default.
6. To edit transition rules, right-click a transition and select Transition Rules and apply or remove a condition.
7. Click OK.

Delete a Workflow State Transition

If you no longer need a workflow state transition in a workflow template, you can delete it.

1. In the Workflow Templates tab in the work area, select the workflow template and click Edit.
2. Click a transition to select it and click Delete.
3. Click OK