Update transitions in a template

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

Required permissions

You do not need special permissions to create, edit, or delete workflow templates.

However, keep in mind that administrators and other users can set permissions on components and folders.

  • You must have permission to edit the workflow template component.
  • You must have folder permissions where the template is stored.
  • For details on how to check and set permissions, refer to: Set permissions

For a complete list of permissions, including starting a workflow from a template, read: Workflow permissions.

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 can create multiple transitions for one activity if that activity has the Create multiple transitions option selected.

    If a connected Activity allows multiple transitions, you must select a Transition Type when creating or updating a transition.

    • If Transition Type is available, you can select how you want to use this transition to move the workflow in a new direction, such as on an Accept path or Reject path. For more information on Transition Types, read: Using multiple transitions in a workflow.
    • If Transition Type is not available (grayed out), then the From Activity does not have the Create Multiple Transitions option selected, and you can ignore this option.
  • You 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 workflow 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 to 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.

    Tips:

  10. If the From Activity has the Create Multiple Transitions option selected, you must select a Transition Type.
    • If Transition Type is available, select Accept or Reject. For more information on Transition Types, read: Using multiple transitions in a workflow.
    • If Transition Type is not available (grayed out), then the From Activity does not have the Create Multiple Transitions option selected, and you can skip this step.
  11. 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.
  12. 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.