Update transitions in a template

You use transitions to identify what should happen when a workflow Activity is completed. You can change the start and ending activities to move a transition within the workflow steps. You can also edit the transition Name and manage any attached Actions.

You must have permission to work with workflow templates.

  • By default, only users with the following permissions can create project workflows and assignments:
    • Administrator permissions
    • Access to the Project Module with the Create permission
  • Even if you don't have these permissions, you can be granted a special permission to create workflows and project assignments after a project is created.

Tips and tricks

  • You can't drag-and-drop arrows to move a transition. You must edit the transition to change the From Activity and To Activity fields.
  • If you remove an activity that a Transition is linked to, the transition box is highlighted in red.

  • If there is also an Action that needs to be done during the transition, such as Take a snapshot, you can create the Action and add it to the Transition. Follow the steps in: Manage actions in a template.
  • You also can manage transitions in the following ways:

Before you begin

  • The changes to transitions in a workflow will be applied to all new workflows that are started using this template.
  • For workflows that use this template and are in progress:
    • If the Transition you are updating has not occurred yet, the changes will be applied when the workflows moves to the updated Transition.
    • If the Transition you are updating has already been completed, the changes will not be applied.

To update a transition:

  1. Click Components.
  2. In the Folders pane, select Workflows.

    If you have moved the template to another folder, go that location instead.

  3. In the Components pane, select a workflow.

    To open the template, do one of the following:

    • Double-click the file
    • Right-click the file, and then select Edit...
    • Click the Options menu, and then select Edit...
    Results: You see the workflow activities and transitions in the editor.
  4. In the workflow editor, find the Transition you want to update.

    Transitions are shown as long rectangular boxes. When selected, the Transition is highlighted in orange.

  5. In the transition's toolbar, select Update transition.

    Results: The Update Transition screen opens.

  6. Optionally, in Name, edit the title that describes the next activity the participants need to complete.
  7. In From Activity, you can select a different existing Activity that needs to use this transition.

    Keep in mind that you can have multiple transitions that occur after an Activity.

    • A transition can be created for an action that progresses the workflow, such as Approve.
    • A transition can also be created for an action that returns the workflow to a previous step, such as Decline approval.
  8. In To Activity, you can select a different existing Activity to configure the next step in the workflow.
  9. Optionally, if you or your organization has created Actions, such as Take a snapshot, you can select one of the custom actions here.

    If you don't see the action you need, follow the steps in: Manage actions in a template.

  10. To save your changes to the transition, click Update.
    Results:
    • You can see your transition connected with two lines: one line connecting it from the start activity; one line connecting it to the end activity.
  11. To save your changes to the template, do one of the following:
    • If you are done updating the workflow, to close the workflow editor, click Save and Submit.
    • If you want to keep working but save your changes locally, click Save Progress.