Edit Lifecycle State Transitions

Configure transition criteria for an object in a certain lifecycle state to move to a new lifecycle state. You can also determine actions that are automatically triggered by the state change.

When an object moves from one lifecycle state to the next, it is called a transition. For example, when a file in Work-in-Progress state is changed to a Released state, that is a state transition.

For each state transition in a lifecycle, you can configure the:

• Transition Criteria–Configure the property criteria that determines when a state transition can occur. For example, administrators can make it so that a file cannot transition to the next state without the Initial Approver property having a value.
• Actions that occur when the transition is made–Configure which events automatically take place when a successful transition occurs. For example, if a file moves to a new state, an automatic revision bump occurs.
• Access control permissions– Determine the groups or users that can execute a transition.
• Release Restrictions– From the Transitions tab on the Lifecycle Definition dialog, you can see the available transitions between each state and edit the settings for each transition.

Access Lifecycle State Transitions

1. Click Tools > Administration > Vault Settings.

2. On the Vault Settings dialog, click Behaviors tab > Lifecycles.

3. In the Lifecycle Definition dialog, select the name of the lifecycle definition for which you want to configure state transitions and click Edit. The selected definition name appears in the title bar.

4. From the Lifecycle States list, select the lifecycle state to edit and click the Transitions tab.

5. On the Transitions tab, the state transitions are listed in the From State and To State columns. Select the transition that you want to modify and click Edit.

   There are three options in the Transition dialog: Criteria, Actions, and Security.

Configure Transition Criteria

Use transition criteria to determine when a transition occurs. The transition will not happen until the criteria is met.

Add Transition Criteria

1. In the Transition dialog, select the Criteria tab. On the Criteria tab, define the criteria under which the transition can occur:

   1. If desired, filter which properties are displayed based on a certain entity class. For example, configure it so that only File Properties are shown in the Property drop-down.
   2. In the Property field, select the property.
   3. In the Condition field, select the condition.
   4. When appropriate, select a value from the Value field. Not all criterion definitions require an entry to the Value field.

2. Click Add. The rule is added to the list in the text box below the Add button.

Remove or Replace Transition Criteria

1. On the Transitions tab, select the transition that you want to modify and click Edit.

2. On the Transition dialog, select the Criteria tab, and then do one of the following:

   • Select the defined criterion from the text box, and click Remove.
   • Select the defined criterion from the text box, select new criteria from the Property, Condition, and Value boxes and click Replace.

Boolean Operators (case insensitive)

You can use the following boolean operators when defining the transition criteria value.

Edit Transition Actions

Transition actions are events that occur when the transition is successful. If any error occurs during the transition to the next state, the action will not take place.

Access the Transitions tab

1. In the Transitions dialog, click the Actions tab.
2. Select an entity class in the Filter drop-down to show only the actions available for that entity class (e.g., select Folders to only see actions available for folder state transitions).

Bump Revision

1. If you want a revision bump to occur when the transition occurs, select one of these actions:

   • Bump primary revision
   • Bump secondary revision
   • Bump tertiary revision
   Note: Use-the drop-down arrow beside Bump Primary Revision to choose secondary or tertiary revision levels.

   Or clear the check box to exclude the action for this transition.

Synchronize Properties

1. If you want to synchronize properties with the Job Server,

   • Select Synchronize properties and update the selected file types using Job Server.
   • Click on the ellipses (...) button and select the file type.

   Or clear the check box to exclude the action for this transition.

Release Restrictions

The administrator can choose to restrict the transition to the release state of Vault objects based on the state of the dependent children, content, and linked data. Any data that is not in a released (consumable) state causes a restriction and prevents the transition of the select object(s).

Purge

If you want to enable purge for files and items during the state transition, select the Purge action. All files, folders, and items changed during the corresponding state change will be purged using the server selective purge task.

Sync Item to Fusion Manage using Vault Connector

Select this action to enable automated synchronization for Items during a state transition. Once an Item is moved into the corresponding state, it will be automatically queued and synced to Fusion Manage by the Vault Connector Agent.

Create a Custom Job

Associate a custom job with a lifecycle transition. Two steps are necessary to create a custom job. First, an administrator adds a custom job to a lifecycle. Second, a programmer creates the job.

More information: Create a Custom Job

Edit Transition Security

Determine who can make a transition occur by configuring Transition Security. Anyone with Modify access can invoke the Change State command on the object.

Manage Transition Restrictions

1. In the Transitions dialog, click the Security tab.
2. When the No restrictions on the transition check box is selected, no security options can be defined for the transition. To add transition restrictions, clear the No restrictions on the transition check box if it is selected. Click Add.

Add Members

Members or groups must be made available, and then added to the Current Members list to enable transition permission.

1. In the Add Members dialog, select members or groups from the Select Members From list to be added to the Available Members list.
2. In the Available Members list, select members or groups to be added to the Current Members list, and then click Add.

Remove Members

• In the Add Members dialog, select members or groups in the Current Members list, and then click Remove.

Modify Permissions on Existing Members

• In the Add Members dialog, select the permission next to the member for whom you want to Allow or Deny access and select the new permission from the drop-down list.

Configure Peer Review Control

Set a peer review on a file during a state transition. The controlling mechanism checks whether the current user is not the same user who has executed the previous state change.

For example, when transitioning a file from Work in Progress state to a Released state, the user who is working on the file in the Work in Progress state can't move the file to Released state.

Under the peer review control, you can define multiple transition criteria determining when a state transition can occur. Once the criteria are met, the system checks the user in the 'From' and 'To' states. The user who set the file in the 'From' state of the transition won't be able to change the state to the 'To' state. This functionality can be used to facilitate delegation of authority and increase transparency.

• Peer review check can only be applied on files and works within one lifecycle.
• All rules in a rule set are run in priority order from top to bottom.

Add Rules

1. In the Transitions dialog, click the Peer Review tab.

2. On the Peer Review tab, define the rule under which the state change can occur. A rule can include multiple criteria.

   • In the Rule Name field, define the rule name.
   • In the Property field, select the property.
   • In the Condition field, select the condition.
   • When appropriate, select a value from the Value field. Not all criterion definitions require an entry to the Value field.

3. Click Add. The rule is added to the Rule Criteria field.

   You can add multiple criteria to a rule. Once all the criteria are added, click OK.

Remove Rules

1. On the Transitions tab, select the transition that you want to modify and click Edit.
2. On the Transition dialog, select the Peer Review tab.
3. Select the defined rule from the text box, and click Remove.