Workflow: How to Define the Movement Between Various States of the Workflow
If you want to define the movement between the various states of the workflow return to Form Management, click on the form with the Workflow, find the appropriate Workflow that you want to set up the Transitions for and hit Edit on the right.
Click on the Transitions Tab and hit +Add.
The modal that pops up now allows you to set your first transition. You will type a Name (what you want to call that particular transition), and start by populating Start Statuses and End Status for your first transition. Those drop box options are populated with what you had input on your Statuses Tab and you can have multiple start statuses, but only one end status. Next we want to decide on the Action that will occur once the End Status occurs. There are a variety of options you can choose.
You can Update the Owner. The Selection Method options are by current user, specified user, specified role or record value. Each one of those items are available in the Selection Method drop down and when chosen, open up to other options that allow you to set up that option accordingly.
Note: As soon as you have one transition in place you can no longer manually adjust the status. You can manually manage the assignment or due date, but you can’t manually manage the status. If you don’t have any transitions in place you can manually manage the status based on the assignment rules and if there are none of those in place then whoever has access to the workflow can manually manage the status.
You can Update the Due Date as well.
You can Lock the Record as part of the transition.
Finally, you can Unlock the Record for a transition that is needed. Note that there are no additional options needed for Unlock the Record. The nice feature about Unlocking the Record in workflows is that it doesn’t take someone with access to edit record history to be able to unlock a record. You can now add a transition in a workflow to allow for the unlocking of records where it makes sense.
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