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Creating Workflow States

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

Standard vaults are limited to 10 workflow states.

To create a workflow state:

  1. In the workflow editor, right-click over empty space where you want to place the new state and select New State, or click New State (Workflow toolbar) and then click where to place the state.
    You can move the state later by dragging the state box.
  2. In the New State Properties dialog box, type a name for the state.
  3. To select a state icon:
    1. Click Change Icon.
    2. In the Select Icon dialog box, click an icon.
    3. Click OK.
  4. To mark this state as the initial state, select Initial state.
    All new files added to the workflow start in the state that is designated as the initial state.
    The first state you add to a new workflow is automatically assigned to be the initial state. A workflow can only have one initial state, so if you select Initial State when you add another state, the initial state designation moves to the new state.
  5. To ignore access permissions from previous states instead of inheriting them, select Ignore permissions in previous states.
  6. Use the Permissions tab to grant state access permissions.
    The Admin user is automatically given all permissions.
    1. Click Add Users/Groups.
    2. In the Add Users/Groups dialog box, select groups and users to add.
      To make it easier to find users, type a string in the Filter field to display only users and groups whose names contain the string.
    3. Click OK.
    4. On the Permissions tab, select a user or group in the left column and choose the permissions they should have from the list in the right column.
  7. Optionally, use the Revision Numbers tab to specify revision number components and revision variable that can be updated when a user performs the Set Revision command for files that are in this state.
  8. Optionally, use the Notifications tab to specify notifications to be sent to users when actions you select are performed on files that are in this state.
  9. Click Save or File > Save to save the workflow.

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