Adding an Owner Field to a State

Use the Add Owner Field to State wizard to quickly establish ownership for items in a state by assigning a user field to the Owner property of the state. The role or roles associated with this field identify which users can own items in this state. There is one Owner system field. The value of this field changes as the item moves through the workflow, and its value is taken from the field you specify in the Owner property of the state.

You first identify the roles, and then either select or create a user type field that is constrained by those roles to use as the owner for the state. For example, the owner of a Researching state could be a Research field with an associated Developer role. Only users with the Developer role can be assigned to the field and can become owners of items in this state.

Note: For information about states, see About States. For information about adding a secondary owner to a state, see Adding a Secondary Owner to a State. For information about user type fields, see Custom Field Types.

To add an owner to a state:

  1. Select a regular state in an application workflow.
  2. On the General tab of the state Property Editor, click the drop-down list next to the Owner field, and select <Add Owner>. Alternately, you can right-click the state in the application workflow and then select Add Owner.
    Note: The drop-down list next to the Owner field in the state Property Editor contains all valid potential owners for the state. If you want to use an existing field, you can select it from this drop-down list.
  3. Follow the instructions on the wizard screens.

Select or Add Roles Screen

On this screen, specify the role or roles that define the users who can own items in the selected state. You can select existing roles or add a new role. If you are adding a new role, you can select an existing role to use as a template. The new role has the same privilege settings as the template role.

Field Selection Screen

On this screen, create a new user field or select an existing user field.

If you are creating a new field, specify its name and database name.

If you are selecting an existing field that corresponds to the selected roles, note that the number of available fields in the list is shown in the title bar of the screen. For example, 2 matching field matching field(s) is shown if there are two fields in the drop-down list.

Related Topics

About States

Custom Field Types

Adding a Secondary Owner to a State

Ownership of Items