Create a transition for the Completeness report

In an Inspire workflow template, you can design the process you use to develop content and provide deliverables to your customers. This process can include running a completeness report before you publish a component or send it for translation, so that you can see if there are any errors or problems. After you create an Action to run the completeness report, you must add that action to the Transition that connects it to the other activities in the workflow.

Required permissions

You must have permission to the Projects Module to work with projects and workflows. Other than that, 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

Learn more about Inspire's topic workflow template in: Understand the topic workflow.
You use transitions to tell Inspire what to do when an Activity in a workflow is completed. For example, after the topics are approved, you can create a transition to tell Inspire to create a Completeness Report.
In an active workflow, the InspireCompletenessReport action tells Inspire to check how many components are included in the previous Activity (such as Approve components) and take one of the following actions:
- If there is one XML component, Inspire opens the Check component completeness screen so that you can select the items you want to see in the report.
- If there is more than one XML component, you can choose which components to run the report on first, and then select the items you want to see in the report.
- If there are no XML components, Inspire gives you an error message. The report is not created, and the workflow does not advance to the next step
If you don't want to use this automated action, you can manually run the report to Check component completeness.

Before you begin

You must have already created the InspireCompletenessReport action. Follow the steps in: Add the Inspire completeness report action.
An Action is unique to the template it's included in. If you want to use the new or updated Action in a different template, you have to re-create it in that specific template.
This automated Action is only available in a topic workflow template (not a sequential reviewer template), or a completely new workflow template component.

To add the Inspire Completeness Report action to a transition, do one of the following:

Add the action to a new transition
Update an existing transition

Add the action to a new transition

Before you begin

You must have created two Activities to connect.
- To create a Review Report Activity, follow the steps in: Add an Activity to review the report.
- To create your own Activities, follow the steps in: Add a new activity to a workflow template.
A transition can only be created from an Activity's toolbar.

To add the InspireCompletenessReport action to a new Transition:

Click Components.
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.
In the Components pane, select a workflow template.
The InspireCompletenessReport action is only available in Topic workflows or a completely new workflow template component.
In the first Activity that you want to connect through a transition, go to the toolbar and select Create transition.
On the Create Transition screen, In Name, enter Create Completeness Report or another similar title.
In From Activity, select the preceding step (such as Approve) where you want to insert the automation of approving components.
In To Activity, select the name of the Activity that should happen next (such as Review Report).
In Action, select the InspireCompletenessReport option.
If you don't see the option you need, Cancel out of this update and follow the steps in: Add the Inspire completeness report action.
To save your changes, click Create.
Results:
- You can see your new transition with two lines: one line connecting it from the start activity; 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 end activities are re-drawn as you move the box

Update an existing transition

Before you begin

You must have already created the InspireCompletenessReport action. Follow the steps in: Add the Inspire completeness report action.

To update an existing transition:

Click Components.
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.
In the Components pane, select a workflow template.
The InspireCompletenessReport action is only available in Topic workflows or a completely new workflow template component.
Select the transition you want to update, and in its title bar select Update transition.
On the Update Transition screen, in Action, select the InspireCompletenessReport option.
If you don't see the option you need, Cancel out of this update and follow the steps in: Add the Inspire completeness report action.
To save your changes, click Update.
Results:
- Your transition changes are saved.
- The changes are 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.