To create a workflow in the GUI

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  1. Open the Workflow view. If this is a workflow for a type that has no states inserted, only the default state Unspecified displays in the workflow.

  2. Insert a state into the workflow by doing one of the following:

    • From the Available states box, drag a state onto the workflow.

    • From the Available states box, right click the state you want to add, and select Insert.

    • Select StateInsert and then State Name, where State Name is the state you want to insert.

      The state displays in the workflow. By default, everyone can edit an item without advancing the state in the workflow. To change from the default, see .

      You cannot define a field or group in the Workflow view. If another administrator creates a new group or field while you have a Workflow view open, they are not available from the view until it is re-initiated.

  3. In the Workflow pane, select the state that you just added to the workflow. Then from the Mandatory fields dialog box, select the fields that the user is required to fill out before advancing to that state in the workflow.

    If you set field visibility for groups or define a relevance rule for a mandatory field, you must ensure that it is both visible to users and relevant for all states for which it is mandatory ().

  4. Create a state transition from a state in the workflow to the newly added state by doing one of the following:

    • Drag the existing state in the workflow to the state added.

    • Select the existing state in the workflow, and select State Create Transition to then State Name, for example, submit.

    • Right click the existing state in the workflow, and select Create Transition to then State Name.

      An arrow displays in the workflow from the existing state to the state added. The color of the arrow is determined by the layout direction of the workflow.

      A state must have at least one state transition to be saved in the workflow. Every state transition must have at least one group assigned to it.

  5. Specify groups of users (static or dynamic groups) who are permitted to make the state transition. First select the state transition(s), then from Groups box select the groups. You must assign at least one group to each state transition in the workflow or you cannot save the workflow.

  6. Repeat this procedure to add additional states and state transitions to the workflow. When you complete the workflow, do one of the following:

    • To save the workflow, click OK.

    • To print the workflow, click Print.

    • To save the workflow as an image file, click Save Diagram, then follow the prompts.