Create And Edit States

A workflow definition state represents a step in the change control of a workflow. Its options control:

• Who has access to documents

• What they can do with the documents

• How revisions are created (document workflows only)

• Automatic property assignments.

To create or edit a workflow definition state:

1. In Configurator, expand Project or Workflow Definitions in the configuration tree.

2. Select the workflow definition you want to edit.

   Its property pages appear in the right pane.

3. Click the States tab to display the current workflow.

4. Click Edit.

5. Choose between two options:

   • To create a new state, use the tools described in Draw a Workflow Diagram (document workflow) or Creating a project workflow (project workflow).

   • To edit a state, double-click the state.

     The state's Properties page appears.

6. On the General page, click options or type values using the descriptions in the following table.

7. Click the To-Do Persons tab and configure options as described in Assign Users To a Workflow State.

8. Click the To-Do Person Privileges tab and configure options as described in Assign Privileges To a Workflow State.

9. Click the Revision Number tab and configure options as described in Allow New Revisions In a Workflow State.

10. Click the Property Assignments tab and configure options as described in Assign Property Values In a Workflow Transition.

11. Click OK.

    The Properties dialog box closes.

12. Click OK.

Workflow definition state options

Option	Description
Display name	Type the name of the state as you want it to appear to users. This name should reflect the purpose of the state in the workflow.
Name	A default internal name is calculated. Accept the default in most cases.
Color	Select a color for the state shape. We recommend that you use standard colors for similar states in all workflows. This makes it easier for users to identify the states' purposes.
Consensus transition	Select a transition from the list that will require the consensus of all to-do persons before the transition will be executed. This is useful for parallel review states that require the approval of multiple users. As each person executes the transition, their name is removed from the list of users in the By workflow property. If one to-do person executes any other transition, the names of all to-do persons are removed. This option is not available for start and end states.
Document access	Select an access option from the list. This option determines the editing ability of the users when the document is in this state: Decision: The to-do persons may run transitions only. Review: The to-do persons may redline the document and run transitions. Edit: The to-do persons may edit or redline the document and run transitions. This option is not available for start and end states.
Allow multiple Managers/To-Do Persons	Controls whether or not the workflow can have multiple managers assigned. If this option is enabled, an approval consensus of all managers is required for the workflow to proceed through the transition selected for the Consensus Transition option (above) to the next state. Optional. Select this option if multiple users may be assigned to a document routed to this state, such as for parallel review. This option is not available for start and end states.
Status text	Type a value for the Status property when in this state. This option is not available for start states.
To-do action	Configurable text to display as the task to be performed by the current To Do Person when in this state. Optional.
Entering document log comments is mandatory	If enabled, comments are mandatory. If disabled, comments can be entered but they are not mandatory.
Send to Meridian Portal for revision	If selected, and a user transitions to this workflow state in PowerUser or PowerWeb, the usual pane that allows you to select todo-persons is replaced with the Select recipient in Meridian Portal project pane where they can select the Meridian Portal users who are to receive the documents. This option is only available if the Document access option of the destination state is set to Edit. When using this option, make sure the Explorer synchronization job for the vault has the Synchronize draft revision option enabled. This option is not available for QuickChange Workflow Definitions.

The project or workflow definition is now ready to be used as described in the Accruent Meridian Enterprise User's Guide.