Define workflows using Workflow Editor

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The next step in the module's workflow is overview of workflows.

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A workflow refers to a sequence of transitions that are performed to complete a process.

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At any point within these transitions the workflow is at a certain state.

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A workflow can be viewed under the Workflow tab of an item.

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Shown here are the elements of a workflow for an approval process workflow.

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Starting point, state, locked state and transition.

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Typically transitions use a verb for the name.

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Every transition in a workflow has a workflow permission associated with it.

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To perform that transition, a user must have the permission associated with it.

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The next step in this module's workflow is to define workflows using Workflow Editor.

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You create a workflow by selecting Workflow Editor from the list of workspace configuration tools.

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Shown here is a view of the Workflow Editor interface with the tools available for adding states,

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notes and transitions as well as viewing tools.

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Note that copy and paste can also be used to copy all or some of the workflows from other workspaces.

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Next, a demonstration will introduce you to the Workflow Editor tools.

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In this demonstration, we will create a workflow for the Design Reviews - Supplier workspace

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by copying and pasting the workflow from the design reviews workspace.

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Once that is done, we will edit the workflow using the Workflow Editor tools.

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In the Workflow Editor of the Design Reviews workspace, we use Ctrl A to select the entire workflow

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and then use the Copy icon in the Workflow Editor toolbar to copy it to the clipboard.

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Then we expand the Design Reviews - Supplier workspace,

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select Workflow Editor and this time, use the P aste icon to paste the workflow into the editor.

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We can drag and drop items to move them into place as shown here.

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Now we'll explore some of the other tools and the workflow editors, such as the Fit to window icon

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to fit the workflow in the window and then the Zoom out and in icons.

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The Save icon saves your workflow

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but not the zoomed out display as you can see here.

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The Pan icon allows you to move the workflows position by dragging in the background.

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Here we show what happens when you click an entity instead of clicking in the background.

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Note that you do not have to highlight the workflow to be able to pan the workflow.

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It works either highlighted or not.

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The Sticky note icon enables you to create a note.

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Enter the text in the text field

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and then click out in the background to save.

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And you can also move it by dragging and dropping.

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Now we'll see how we can make modifications such as changing a state's name.

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We do this by double clicking the state name and in this case changing the name from In Progress to Review In Progress.

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Let's also enable the escalation for this state and set it to be escalated after five days by executing a transition of return

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and to notify the owner by email on occurrence.

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To modify a transition, double click the transition and make any changes to its properties and permissions

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in the Transition Properties dialog.

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Here's an example of the all tasks completed Transition Properties dialog.

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To create a new state, click the State icon and click the location for the state.

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Next enter a name, such as Canceled in this case, and to create a transition,

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drag a line from the middle of a state to the new state and enter the transition name,

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Cancel in this case, and any other properties actions and permissions.