Workflow State Transitions

Workflow state transitions are used for moving from one workflow state to another. The transitions can be intiated manually by users or triggered automatically by M-Files Server. They may also be set to require an Electronic Signature.

The General tab

The General tab contains the name of the state transition as well as an optional description for the state transition.

The Electronic Signature tab

The Electronic Signature tab allows you to enable eSigning for a state transition. If enabled, an electronic signature must be signed by the user before the state transition is performed. See Electronic Signature for more information.

The Trigger tab

On the Trigger tab, you can define conditions for automatic state transitions. See Trigger for more information.

The Advanced tab

On the Advanced tab, you can set an alias for the state transition. For more information about using aliases, see Associating the Metadata Definitions.

Adding State Transitions to a Workflow

Steps

Open M-Files Admin.
In the left-side tree view, expand the desired connection to M-Files Server.
In the left-side tree view, expand the document vault of your choice.
Still in the left-side tree view, select the Workflows node.
Select a workflow that you want to edit from the Workflows list.
The workflow is opened in the graphical workflow designer.
In the graphical workflow designer, place your cursor on the border of the state from which you want to create a state transition so that your cursor changes to a crosshair.
Holding down the left mouse button, draw a state transition by dragging the mouse cursor from the selected state to another.
Right-click the state transition arrow that you just created and select Edit from the context menu.
The State Transition dialog is opened.
In the Name field, enter a name for the state transition and, in the Description field, enter an optional description for the transition.
Optional: In the Electronic Signature tab, you can specify an electronic signature that must be provided before completing this state transition.
For more information on electronic signatures, refer to Electronic Signature.
Optional: In the Trigger tab, you can define a condition that triggers this state transition once the condition is fulfilled.
For more information on triggers, refer to Trigger.
Click OK to close the State Transition dialog.
Click Save to save your changes.

Results

The state transition is added to the workflow between the selected workflow states. This is manifested by the arrow between the states in the graphical workflow designer.

For instructions on adding states to a workflow, see Adding States to a Workflow.
For instructions on creating a new workflow, see Creating a New Workflow.

Parallel State Transitions

You can define multiple workflow state transitions between two states. This is useful, for instance, if you need to define multiple automatic transitions based on different criteria. For more information about creating state transitions, see Adding State Transitions to a Workflow.

Example: Creating a Workflow with a Parallel State Transition

Steps

Open M-Files Admin.
In the left-side tree view, expand the desired connection to M-Files Server.
In the left-side tree view, expand the document vault of your choice.
Still in the left-side tree view, highlight Workflows.
In the Workflows list, select one of the existing workflows, such as Reviewing drawings.
The workflow is shown as a flowchart in the graphical workflow designer below the Workflows list.
Click New State in the Tools pane to create a new state for the workflow.
If you already have a state called Rejected in your workflow, you can skip this and the next step, and proceed to step 8.

The State Properties window is opened.
Enter the name Rejected in the Name field and click OK to close the State Properties window.
In the graphical workflow designer, place your cursor on the border of the Listed for approval state (or any other intermediary state, if your workflow does not have the Listed for approval state) so that your cursor changes to a crosshair.
Hold down the left mouse button and drag the crosshair to the Rejected state to draw a state transition between the Listed for approval and Rejected states.
Repeat step 8 to draw another state transition between the Listed for approval and Rejected states.
Right-click one of the state transition connector arrows and select Edit.
If you are seeing only one connector arrow between the states, the connectors are most likely on top of each other. Click the topmost connector to select it and click and drag the handles to reshape the connector.
Go to the Trigger tab, select the Trigger the state transition after option, and enter 10 in the days field.
Click OK to close the State Properties window.
Click Save in the upper-right corner of the graphical workflow designer to save the changes you have made to your workflow.

Results

You should now have a workflow with two parallel state transitions from the Listed for approval state to the Rejected state: one that is initiated by users and another that is triggered automatically after 10 days, if it is not initiated by users in 10 days.