Workflow

Item types may be changed from one type to another in two ways: an administrator can change the item type directly or team members may initiate item type transitions. The Workflow tab is used to track and manage how team members may transition an item from one type to another. Using the Workflow tab can help take the guesswork out of deciding when it is appropriate to transition an item and to which type it should be transitioned. The Workflow tab can also be used to incorporate team member feedback into the transition process by using approval lists.

Open the Workflow tab and select an item. Transitions are displayed on the Transition tab. Colors are used to indicate progress along the transition path and whether the transition can proceed because it meets all criteria and has been approved. These colors will change as the transition progresses along its path. Once a transition has been started, all unused pathways will be grayed out.

Transition Path A line running from the source item type to the destination item type. Transition paths are defined by an administrator. The portfolio item type may never be transitioned to another item and items may never be transitioned to the portfolio item type. The path can be green, red, or gray. A green line indicates that the item may be transitioned because it meets all of the criteria defined for the item type transition. A red line indicates that the item may not be transitioned because it does not meet all of the criteria. A gray line is used to show transition pathways that are not being used.
Criteria An icon that indicates whether individual criteria have been met. Criteria are defined by an administrator and will vary from item type to item type. These icons can be green, red, or gray. A green icon indicates that the criteria has been met. A red icon indicates the criteria has not been met. A gray icon indicates there are no criteria required for this transition request.
Approvals An icon that indicates the approval status of the transition request. Approval lists are defined by an administrator and will vary from item type to item type. These icons can be green, yellow, red, or gray. A green icon indicates the transition request has been approved. A yellow icon indicates the transition request is pending approval. A red icon indicates the transition request has been rejected. A gray icon indicates there are no approvals required for this transition request.
Destination Indicates the current status of the item type transition. This rectangle can be blue, green, yellow, red, or gray. A blue rectangle indicates that the transition has not yet started. A green rectangle indicates that the transition request has been approved. A yellow rectangle indicates that the transition request is pending approval. A red rectangle indicates that the transition request has been rejected. A gray rectangle indicates that an item will not be transitioned to this destination.

An item transition history is displayed on the History tab. You can also access audit logs for any item's transition history from the same location.

For more information, see the following topics: