Edit states
Overview
A workflow state is a milestone in your workflow process, used to manage each step. In workflow builder, the states in a workflow are displayed in the workflow panel and can be edited in the state editor.
In the state editor, you can:
Add states
Edit existing states
Remove states
The name, color, description, and due date can be edited for each state.
State names are case sensitive. There are also a number of reserved characters that cannot be used in a workflow state name, such as = # @ { | [.
Attributes can be set to define the state as
The workflow final state
This state is used for the final approved content
A taskable state
This lets a user manually add a task when in the state
You can also access the following from the state editor:
State panel
You can choose a state name in the workflow panel to open the state panel for the selected state.
The state panel displays the state name, indicator color, and the workflow name.
It also displays any added state attributes as lozenges, such as taskable (a user can manually add a task), final (a final approved state), hide from path (the state is hidden in the workflow state dialog box progress tracker bar), and hide selection (if actioning a transition is restricted to users with administrator permission).
If added, the Due Date or Due Date period for the state expiry (if present) is displayed beneath the state attributes.
The state panel also lists the number of transitions from the state, approvals in the state, and tasks added by the workflow on transition into the state.
Choosing one of these opens the related editor in the workflow builder.
Open the state editor
In the state panel, to open the state editor
Choose the state name
The state editor can be used to set the state details and state attribute parameters.
Using the state editor
Choose the state name.
This opens the state editor.
In the state editor, you can
Edit the state name (state names are case-sensitive)
Edit or add a description of the state
Use the state name and description to help indicate some aspect of the purpose of, and activities in, the state.
Customize the state color using a dropdown color palette or by the addition of a hexadecimal color
Set state attributes, including due date and aspects of display in the state dialog box on the page
State due date
A due date can be set for the state in the workflow state editor.
This can be a time period starting on the transition into the state or a set date and time.
Set the duration period or a fixed date for the due date using one of the dropdown options.
Period - Set a value for a time period in one of the following time units: years/months/days/hours/minutes/seconds
Fixed date - Specific date
ISO 8061 - Time period set in a valid ISO 8061 format, for example, P1Y6M for 18 months, P1DT12H30M for 1 day, 12 hours, and 30 minutes
Value reference - For example, the value of a workflow parameter
A fixed date can be set using the calendar dialog box.
Ticking the checkbox lets users edit or remove the due date. However, on each transition in the state, the due date is reset to the workflow’s configured value.
State attribute parameters
In the state editor, you can change the state's behavior and the display of the state details in the workflow state dialog box on the page.
Taskable - Enable users to manually add tasks in the state using the page tools menu
Final - Define the current state as the final (published) state in the workflow
Each attribute added to a state is displayed as a lozenge in the state panel.
Adding either the Final or Version completed attribute sets the state indicator color to green to show this is the final workflow state for the content.
Only one state in a workflow can be defined as the final state. Choosing Final in a state will automatically uncheck FInal in any existing states.
Further state attributes are set using options in the Advanced dropdown checkboxes.
The workflow state dialog behavior for the state is amended by ticking the checkboxes
Hide from path - removes the state from the progress tracker when the content is in any other state in the workflow
Hide selection - removes all transition options from the workflow state dialog when content is in the current state except for admin users
Version completed - removes the Final attribute from the state and adds a K15T Scroll Versions app-compatible attribute to the state
Use Version completed if you are using Comala Document Management with K15Ts Scroll Versions app.
Add a new state
One or more states can be added by choosing +Add State.
State names are case-sensitive. For example, a state named MyState is recognized as a different state from mystate.
You must enter a name for the new state and, optionally, add the following:
State description (Use this to help your team understand the milestone activities when it’s in the workflow state)
State expiry or due date - If required, check the box to let a user edit the due date
State indicator color - Use either the color palette menu or a hexadecimal color. State colors are used in reporting tools and report macros.
You can change the state list order in the workflow panel to change the order displayed in the workflow state dialog box progress tracker bar.
Changes made to the order of the states are reflected in the visual workflow diagram in the workflow builder and markup notation in the markup editor, but changing the order does not change any state transitions.
For any changes, ensure that these are updated for the workflow by choosing
Apply in the state editor to confirm the changes for the state, then
Save in the navigator panel
A state with a name that includes any prohibited characters cannot be saved and can cause an error.
Related pages
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