Customization → Workflow and Approvals → Workflow

Workflow

The Workflow tab is used to define all of the possible work item type transitions, set their transition properties, and their transition criteria. You can add, modify, and delete transitions. You can create the criteria and rules which determine whether a workflow transition can take place. You can set up audit logs that can be used to archive and retrieve workflow transition information.

Adding a transition

A workflow transition is when a work item meets the predefined conditions that allows it to be changed from one type to another. Add a new workflow transition. Give it a name. Describe it. You must select a source work item type and a destination work item type for every workflow transition. It can be helpful to give a workflow transition a name that is based on the source and destination work item types. If a workflow transition requires approval, then choose the user, role, or group of users from the Approval List drop-down.

To add a workflow transition
  1. From the application toolbar, click Setup, and then select Customization.
  2. Select the Workflow and Approvals tab.
  3. Select the Workflow tab.
  4. Click New.
  5. Under Properties, name the workflow transition and provide a description. Select a source work item type and a destination work item type. Select a workflow transition template (if available). Select an approval list (if applicable).
  6. Select Active to make the workflow transition an active workflow transition. Only active workflow transitions will be available in the Workflow view from the Projects module.
  7. Select Audit this transition to create workflow transition audits for the workflow transition. Workflow audits are available from the History tab in the Workflow tab.
  8. Select Auto Finalize if the workflow transition does not require approvals before it can be finished.
  9. Under Rule Detail, define the criteria for the workflow transition and click Add. These are the conditions that must be met before the workflow transition can be started. As each rule is created, it will be shown under Filter Rules.
  10. Click Save.

Auditing a transition

When the Audit this transition option is enabled, a transition audit log is created for the workflow transition. A transition audit log is visible from the History tab in the Workflow tab. Audit logs can be archived. Archived audit logs can be retrieved.

To audit a workflow transition
  1. From the application toolbar, click Setup, and then select Customization.
  2. Select the Workflow and Approvals tab.
  3. Select the Workflow tab.
  4. Choose a transition from the Transitions list.
  5. Select Audit this transition.
  6. Click Save.

Deleting a transition

You can remove a workflow transition if you no longer need it.

To delete a workflow transition
  1. From the application toolbar, click Setup, and then select Customization.
  2. Select the Workflow and Approvals tab.
  3. Select the Workflow tab.
  4. Under Transitions, select a workflow transition.
  5. Click Delete.

Editing a transition

To edit the transition, select a workflow transition and make your changes.

To edit a workflow transition
  1. From the application toolbar, click Setup, and then select Customization.
  2. Select the Workflow and Approvals tab.
  3. Select the Workflow tab.
  4. Select a workflow transition.
  5. Make your changes.
  6. Click Save.

Viewing a transition

Workflow transitions can be viewed from the Workflow tab in the Workflow and Approvals tab.

To view a workflow transition
  1. From the application toolbar, click Setup, and then select Customization.
  2. Select the Workflow and Approvals tab.
  3. Select the Workflow tab.

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