A workflow refers to a sequence of transitions used to move an item through a process. At any given point, the workflow is in a specific state. For example, in an approval process, a transition might be “Approve,” while states could include “Waiting for Approval” and “Approved.” Each transition moves an item from one state to another until the process is complete.

In Fusion Manage, workflows are implemented using interactive workflow maps within workspaces where workflows are enabled. Each item’s workflow map appears on the Workflow or Workflow Actions tab.

The workflow map displays the item’s current state and the available next steps. Users can select workflow actions to move the item forward. Available actions are determined by user roles and permissions, as well as any preconditions and validations defined for the transition. The workflow is complete when the item reaches a state with no remaining actions.

States

A state is a defined step within a workflow. At any moment, an item in a workspace with workflows enabled occupies a single state that reflects its current position in the workflow process.

Transitions

A transition moves an item from one state to another within a workflow. Except for the starting transition, every transition has both a From State and a To State.

Permissions

Each transition in a workflow has an associated workflow permission. To perform a transition, a user must have the required permissions.

Precondition and validation controls

Each transition in a workflow can optionally be assigned one precondition control and one validation control.

A precondition control checks a condition before making a transition available to the user. Based on the result, the transition is either shown or hidden. A validation control checks for certain requirements before allowing a transition to occur. If the requirements are not met, the transition is blocked and feedback is provided to explain why it couldn't be completed.

For instructions on how to assign precondition and validation controls, see Create a workflow map.

Workflow actions

At any point in a workflow, one or more transitions may be available to a user. Available transitions depend on:

• The item’s current state
• The user’s workflow permissions
• Any associated precondition or validation controls

Users perform workflow actions through the interactive workflow map in the Workflow Actions tab or drop-down to move an item from one state to another.

Notifications

When a workflow action is performed, the item moves to a new state and additional transitions may become available. Email notifications are sent to the item owner and to users who have permission to perform the newly available transitions.

Notification settings for permitted users and item owners are configured in the Transition Properties dialog in the Workflow Editor. You can also configure custom email notifications in the Action Notifications tab. These can be triggered by a specific state or transition and sent to specific users or groups. For more details, see Action notifications.

Workflow and item locking

If a user can't perform a workflow action on an item, or if no workflow actions are available, the item may be locked for that user. The user cannot edit any sections that are subject to Workflow Locking, or access other locked tabs.

Lock states

Any workflow state can be designated as a lock state. When an item enters a lock state, it becomes locked and can't be edited, even if the user has permissions for all sections subject to workflow locking. However, some users can be granted special permissions to override a lock state.

For more information, see Set up permissions and Workflow permissions.