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Workflow States

A workflow state represents a lifecycle stage for a file or process.

Each state has a name, such as "Initiated", "Waiting for approval", or "Approved". For each state, you can define user and group permissions (rights), such as being able to check out files or increment revision numbers.

Every workflow must have at least one state. One and only one state must be designated the initial state. All new files added to a workflow start in the initial state.

In the workflow editor, a state is shown as a box with the state name, a descriptive icon on the left side, and status icons on the right side.

The status icons indicate:

workflow_UI_initial_state Initial state All new files added to a workflow start in the initial state.

There can only be one initial state in a workflow.
workflow_UI_ignore_permissions Ignore permissions in previous states Access rights applied to this state override any inherited state rights from previous states.

To the end user, the state of a file is displayed in the State column of an Enterprise PDM Explorer View file listing. Also, if data cards are set up, the History dialog box and Version information tab display the file state.

Contents

  • Creating Workflow States

    You can create new states in a new or existing workflow to represent new process stages.

  • Setting State Access Rights

    You can assign access permissions to define what operations users or groups can perform on files in a given workflow state. For example, you can define that all users can add or check out files, but only project leaders can delete files.

  • Private State

    Files added to an Enterprise PDM vault but never checked in are in the private state and cannot be accessed by other users. Only after checking in the files are they assigned a category and workflow and become accessible to other users (with sufficient access rights).



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