Add an activity with multiple transitions

If you want to create different paths a workflow can take based on how the Activity is completed, you can create an Activity with multiple transitions. This functionality lets you refine the options on the Next Workflow Task screen based on how the previous assignment was completed.

Required permissions

You must have permission to the Projects Module to work with projects and workflows.

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

Before you begin

  • The changes to an Activity will be applied to all new workflows that are started using this template.
  • If you are creating an Activity that will be assigned to multiple users or will contain multiple tasks, read: Understand how multiple transitions are evaluated in an active workflow.
  • For workflows that use this template and are in progress:
    • If the Activity you are updating has not occurred yet, the changes will be applied when the workflow moves to the updated Activity.
    • If the Activity you are updating has already been completed, the changes will not be applied.

To create a new activity with multiple transitions:

  1. Create the activity
  2. Create the Accept transitions
  3. Optionally, create the Reject transitions

1. Create the activity

Tips and tricks

To create the activity:

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

    You can save a workflow template to another folder. If you did this, open that folder instead of the Workflows folder.

  3. In the Components pane, select a workflow template.
  4. 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
  5. In the toolbar at the top of the editor, click Create Activity.

    Results: You see the Create Activity screen.

  6. In Name, enter a title that describes the action users take in the review process.
  7. In Status, select an option such as Reviewing or Resolving.

    These options are configurable. Follow the steps in: Manage statuses in a template.

  8. In Project Activity, select the goal of this step, such as Write, Edit, Review, Approve, or Publish.

    Project Activity is a required field and cannot be left blank. Although this field is not marked with a red asterisk, and you can create a new Activity without selecting a Project Activity, if you leave it blank, the Save and Submit options are not available until you correct the errors in the workflow template.

    • If there is an error in the configuration of the Activity, you see the Activity name in red.

      You must correct any errors before you can Save or Submit the workflow template.

      Project Activity options are configurable. If you are an administrator, follow the steps in: Manage project activity configurations.

  9. Optionally, if you want this to be the first activity and no activities come before it in the workflow, select Initial.

    If an Activity already has the Initial checkbox selected, you will not see this option.

    • There can only be one Activity with the Initial checkbox selected.
    • To change the Initial Activity, edit the first Activity box in the workflow and clear the Initial checkbox.
    • Open the Activity you want to start with, select the Initial checkbox, and save your changes.
    • If you do not select an Activity as Initial, Inspire uses the first Activity box in the visual flow.
  10. Optionally, if you want this to be the final activity and no activities will follow in the workflow, select Final.

    If an Activity already has the Final checkbox selected, you will not see this option.

  11. Optionally, you can set a Duration for this activity in minutes.

    Important notes:

    • In the templates Inspire provides, by default, the user is given a Duration of 0 minutes to complete the activity, so you will need to set your own duration.
    • You set the time in minutes from 0 to 525600, which is 1 year.
    • After the Duration passes, if the activity is not complete, it is marked as Overdue, and notifications may be sent depending on a user's notification preferences.
  12. If you want Inspire to populate or clear an XML element or attribute value across components participating in the workflow, select the Update Metadata on Completion option.

    1. Click Update.
    2. On the Update Metadata screen, click Add.

    3. In the XPath and Value fields, enter the expression you need to update your metadata.

      For example, if you are using the XML element "otherprops" and you want it to be set to the date when this Activity is completed, you would use the following values:

      • XPath = /*/@props
      • Value = {$Date}
    4. In the row where you added an XPath expression, click Update.
    5. On the Update Metadata screen, click Update.

  13. Optionally, in Claimable, you can identify this activity as a project assignment that isn't assigned to one person initially. Instead, the user creating the workflow provides a list of users who can accept the assignment.

    If you set an Activity to Claimable, when a user creates a workflow using this template:

    • The user who creates a project assignment selects the Claimable options, then Inspire sets the activity to a State of Ready To Claim.
    • The user who creates a workflow can select from the list of participants who can accept the work. This user list is taken from the workflow's workgroup assigned to this activity type.
    • After the assignment is created, all participants are sent a notification that there is an assignment to claim.
    • The first user who changes the State to In Progress claims the assignment and can complete the work.

    Claimable is not available if you select Create Multiple Assignments.

  14. If you want Inspire to create an assignment for each user in the Workgroup instead of a single assignment for the selected user, select the Create multiple assignments option.

    Important notes:

    • All users MUST complete the assignment (or all assignments must be canceled) before the Activity can be marked complete, and the workflow can be advanced.
    • This option is not available if you selected Claimable.
    • If you select Create Multiple Assignments, when you start a workflow based on this template, you will not be able to Change the current activity in a workflow.
  15. Select Create Multiple Transitions.

    Results: When you add a transition From this Activity, the Create Transition screen includes an option to select a Transition Type. You can create one or more transitions for each type listed. Currently, this is limited to Accept and Reject.

    • This functionality lets you create different paths for the workflow to follow.
    • For example, you can configure a review activity that lets the user select Accept or Reject when completing the activity. If they select Accept, the workflow can advance to an approval or translation task. If they select Reject, the workflow can return to the develop content task.
  16. Optionally, if the Activity is related to publishing, in Publish Configuration, select the option that contains the publishing settings you want to use.

    A Publish Configuration is created by an administrator and may include settings such as a default Publish Name, whether to skip or validate XML in the components, and profiling filters.

  17. Optionally, you can add guidelines for the next user when this activity is marked as Completed. In Instructions, explain to the next user what to do in 2000 or fewer characters.

    Notes:

    • Instructions are saved with the workflow template and added to the project assignment as they are created for an active workflow.
    • When an active workflow advances, Inspire displays these instructions in a read-only area at the bottom of the Next Workflow Task screen.
  18. In Workgroup, select Add Workgroup.

    1. Select an option such as Writer, Reviewer, Content Owner, or Production.

      These options are configurable. Follow the steps in: Manage template workgroups.

    2. Click Update.

      Results: You see the workflow listed under Name.

  19. To save changes to the Activity, click Create.
    Results:
    • You can see your new activity as the first box in the workflow editor.
    • Your new activity may be covering up the First Activity. To move it, click the Activity title bar, then drag the move cursor to where you want it in the workflow.

    • You may need to create a transition between other activities and your new one. Follow the steps in Manage workflow transitions in a template.
  20. To save 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.

    Results:

    • The changes to an Activity 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 Activity you are updating has not occurred yet, the changes will be applied when the workflow moves to the updated Activity.
      • If the Activity you are updating has already been completed, the changes will not be applied.

2. Create the Accept transitions

Tips and tricks

  • You can create as many transitions with a Transition Type of Accept as you need.
  • In an active workflow, the user who completes the Activity's task can choose which transition will advance the workflow.
  • For more information on Transition Types, read: Using multiple transitions with one activity.

To create the Accept transitions:

  1. To open the workflow template, click Components.

    If you already have the template open, skip to Step 4.

  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 Activity's toolbar, select Create transition.

    Results: The Create Transition screen opens.

  5. In Name, enter a unique title that starts with a verb (action word) that describes the next activity the participants need to complete.
  6. By default, the Activity you selected to create the transition is listed in From Activity.
    1. Optionally, if you need to start from a different activity, you can select another one from the list of existing activities.
  7. In To Activity, select from the list of existing activities what users need to complete after the From Activity.
  8. Optionally, if you or your organization has created Actions, such as Take a snapshot, you can select one of the custom actions here.

    Tips

  9. In Transition Type, select Accept.

    If Transition Type is not available (grayed out), then the From Activity does not have the Create Multiple Transitions option selected. To correct this issue, follow the steps in: Customize an activity to have multiple transitions.

  10. To save your changes to the transition, click Create.
    Results:
    • You can see your new transition with two lines: one line connecting it from the start activity, and one line connecting it to the end activity.
    • To move your transition in the editor but not change the start and ending activities, click the transition's title bar, and when you see the move cursor, drag it inside the editor.

      The lines connecting the transition to the start and end activities are redrawn as you move the box.

  11. Repeat steps 4-10 to add more Accept transitions.
  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

3. Optionally, create the Reject transitions

Tips and tricks

  • You do not have to create any transitions with a Transition Type of Reject if you don't need them.
    • If you don't create any, in an active workflow, the user who completes the Activity's task can choose which Accept transition will advance the workflow.
    • If you do create them, and an Activity includes multiple assignments:
      • If a user is completing the last assignment, the Next Task screen is displayed, and the user can decide how to advance the workflow.

        • If all assignments have a State of Completed-Accepted, the Next Task screen shows all transitions that are configured with a Transition Type of Accept.

        • If all assignments have a State of Completed-Rejected, the Next Task screen shows all transitions that are configured with a Transition Type of Reject.
        • If the assignments have a mix of States (both Completed-Accepted and Completed-Rejected), the Next Task screen shows all transitions you configured (both Accept and Reject Types).
  • For more information on Transition Types, read: Using multiple transitions with one activity.

To create the Reject transitions:

  1. To open the workflow template, click Components.

    If you already have the template open, skip to Step 4.

  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 Activity's toolbar, select Create transition.

    Results: The Create Transition screen opens.

  5. In Name, enter a unique title that starts with a verb (action word) that describes the next activity the participants need to complete.
  6. By default, the Activity you selected to create the transition is listed in From Activity.
    1. Optionally, if you need to start from a different activity, you can select another one from the list of existing activities.
  7. In To Activity, select from the list of existing activities what users need to complete after the From Activity.
  8. Optionally, if you or your organization has created Actions, such as Take a snapshot, you can select one of the custom actions here.

    Tips

  9. In Transition Type, select Reject.

    If Transition Type is not available (grayed out), then the From Activity does not have the Create Multiple Transitions option selected. To correct this issue, follow the steps in: Customize an activity to have multiple transitions.

  10. To save your changes to the transition, click Create.
    Results:
    • You can see your new transition with two lines: one line connecting it from the start activity, and one line connecting it to the end activity.
    • To move your transition in the editor but not change the start and ending activities, click the transition's title bar, and when you see the move cursor, drag it inside the editor.

      The lines connecting the transition to the start and end activities are redrawn as you move the box.

  11. Repeat steps 4-10 to add more Reject transitions.
  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.