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Workflow Transitions

A workflow transition represents the progression of a file or process from one state to another.

Each transition has a name, such as "Submit for Approval" and "Request Change". Transitions can trigger other actions to happen, such as emailing team members or running a program.

In the workflow editor, a workflow transition is shown as a label in the middle of an arrow that starts at the source state and ends at the destination state.

The color of the arrow and label, and the icon to the left of the label, differentiate the transitions:

workflow_editor_normal_transition Normal - A file changes state when one user runs the transition.
workflow_editor_automatic_transition Automatic - The workflow design automatically moves files to another state without requiring user action.
workflow_editor_parallel_transition Parallel - A specific number of users must approve the transition before the file changes state.
Icons to the right of the transition name indicate:
workflow_transition_notification The transition includes notifications.
workflow_transition_authenticate Authentication is required for users who run the transition.

Contents

  • Creating Workflow Transitions

    You can create new transitions in a new or existing workflow.

  • Parallel Workflow Transitions

    When you create or edit a workflow transition, you can select Parallel as the transition type. This requires multiple users to run the transition before a file is moved to a new state.

  • Adding Transition Conditions

    You can define which files can pass through a transition based on one or more criteria, such as file type or card variable values.

  • Requiring Electronic Signatures for Transitions

    You can configure specific workflow transitions to prompt for an electronic signature when users change the state of a file.

  • Adding Transition Actions

    You can add any number of transition actions to a transition. A transition action triggers one or more predefined events when a file passes the transition. For example, you can define an action that sets a new revision number on a file and updates the Approved variable with the name of the user approving the file (electronically sign the file).

  • Setting Transition Rights

    You can assign permissions to control whether users or groups of users can send files through a transition.

  • Example: Automatically Routing Files to Different States

    In this example, files sent for approval are routed to different states depending on the file type.



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