Create a workflow map

Use the Workflow Editor to create and configure a workflow map for a workspace. To open the Workflow Editor:

1. From the main menu, go to Administration > Workspace Manager.
2. In the Workspace Manager, expand a workspace's panel.
3. Click Workflow Editor.

The editor opens and a blank workflow map is displayed. All new workflow maps include a Start node, which represents the entry point of the workflow.

Copy workflow elements

You can speed up workflow creation by copying and pasting states, transitions, and notes from other workflow maps. You can also clone entire workflow maps to reuse common patterns, such as approval workflows, across workspaces.

1. In the source workflow map, select the states, transitions, and notes you want to copy.
2. Copy the elements using the toolbar icons or keyboard shortcuts.
3. Close the source workflow map.
4. Open the target workflow map.
5. Paste the copied elements using the toolbar icons or keyboard shortcuts.
6. Edit the workflow map as needed, as described in the next section.

When pasting into a different workflow map:

• All state and transition properties, including permissions, are copied.
• If a copied permission already exists in the target map, the editor uses the existing permission.
• If a permission does not exist, the editor adds it to the map.
• The editor pastes only valid workflow elements:
  • A workflow map can have only one initial transition from the Start node. If the target map already has one, the initial transition is not pasted.
  • Transitions are pasted only if both the From State and To State are included.
  • If a transition is copied with only one of its states, only the state is pasted.

Add a workflow state

1. In the toolbar, click State.

2. Click anywhere on the workflow mapping grid to place the state.

   The State Properties dialog opens.

3. Enter a Name and Description (optional) for the state.

4. (Optional) Configure additional properties:

   • Lock State: Locks the item when it reaches this state. The item can't be edited unless the workflow map loops back to an earlier state. Some users can be granted permission to override state locks. For more information, see Set up permissions and Workflow permissions.
   • Managed State: For revision-controlled items, specifies the state at which the item is revisioned. This option is useful if you want to revision an item before it has gone through the entire workflow.
   • Hide in online map: Hides the state from the workspace's workflow map while keeping it visible in the Workflow Editor.

5. Click anywhere outside the dialog to save the state.

The state appears in the workflow mapping grid.

Set up reminders and escalations

To send reminders when a transition from the state is pending, see Set up workflow reminders. To configure a state so that a transition or script is automatically executed after a specified period of time, see Set up workflow escalations.

Using state IDs

State IDs are important if you want to use server-side scripting to control workflows. Each workflow state has two IDs:

• System ID: Numerical and read-only

• Custom ID: Automatically generated when the state name is entered but editable

  Important: When using server-side scripts, always reference states by their Custom ID. Custom IDs must be unique within the workflow.

To display state IDs, open the State Properties dialog and click Show IDs. This resets when the dialog is closed.

Add a workflow transition

1. Hover over the Start node until the Connect icon appears.

2. Click and drag the icon to the target state.

   The Transition Properties dialog opens.

3. Enter a Name and Description (optional) for the transition.

4. (Optional) Check Hide in online map to hide the transition from the workspace view.

5. Assign a Workflow Permission.

   • Select available permissions from the drop-down list, or
   • Click Create new permission, and enter permission details.

6. (Optional) Configure additional properties:

   • Precondition Filters: Limits the group of people who can perform the transition based on workspace picklists.

   • Precondition Script: Determines whether the transition is available.

   • Validation Script: Verifies requirements before allowing the transition.

   • Action Script: Runs when the transition is performed

     Note: For help connecting a Precondition, Validation, or Action script to the transition, see Developer's Scripting Guide.

7. (Optional) Configure notification and behavior options:

   • Display in My Outstanding Work: Includes the related item in each user’s My Outstanding Work list on their dashboard.
   • Notify owner by email on occurrence: Notifies the owner of an item that it has gone through a transition.
   • Notify users who have permission to perform it: Notifies users with the required permission when the transition becomes available.
   • Password required: Requires users to re-enter their password before performing the transition. This re-entry satisfies CFR 21 Section 11 digital signature requirements.
   • Comments: Specifies whether user comments are Required, Optional, or Disabled.
   • Save step label: Customizes the button label used to confirm the transition between states (for example, "Approve").

8. Click anywhere outside the dialog to save the transition.

Using transition IDs

Transition IDs are important if you want to use server-side scripting to control workflows. Each workflow transition has two IDs:

• System ID: Numerical and read-only

• Custom ID: Automatically generated when the transition name is entered but editable

  Important: When using server-side scripts, always reference transitions by their Custom ID. Custom IDs must be unique within the workflow.

To display transition IDs, open the Transition Properties dialog and click Show IDs. This resets when the dialog is closed.

Add elbow nodes to a transition

By default, transitions appear as straight lines. You can add elbow nodes to create right-angle transitions, which are useful for looping or routing transitions around states.

1. Select the transition.
2. Do one of the following:
   • Hold Ctrl and click the transition where you want to add the node.
   • Right-click the transition and select Add Elbow.
3. Drag the node to reposition it.
4. (Optional) Add additional elbows as needed.

The new elbow node appears as a blue square.

Remove an elbow node

1. Select the transition.
2. Do one of the following:
   • Hold Ctrl and click the transition where you want to remove the node.
   • Right-click the transition and select Remove Elbow.

The elbow is removed.

Finish mapping the workflow

Add the remaining states and connect them with appropriate transitions (From State → To State). You can clone existing elements using cut, copy, and paste, then modify them as needed. When cloning elements within the same map, the editor automatically assigns temporary IDs and generates unique IDs when the map is saved.

Add notes

1. In the toolbar, click Note.

2. Click the mapping grid to place the note.

   The Note Properties dialog opens.

3. Enter the note text in the Note Properties dialog.

4. Click the mapping grid where you want to place the note.

5. (Optional) Check Hide in online map to hide the note from the workspace.

6. Click anywhere outside the dialog to save the note.

To connect a note to a state:

1. Hover over the note until the Connect icon appears.
2. Click and drag to the state.

Validate the map

The Workflow Validation Status icon on the status bar indicates whether the workflow is valid.

• A green check mark indicates a valid workflow.
• An alert icon indicates missing or invalid properties.

To view validation errors:

1. Click the alert icon.
2. In the Invalid Workflow popup, click the issue to jump to the error location.
3. Click the alert icon again to close the popup.

Save the map

Click Save on the toolbar and close the Workflow Editor.