Transition workflows

Transition a record’s or artifact’s workflow into its next state, or reset a workflow on a record or artifact.

Prerequisites

• You are logged in to ValidMind.
• The record you want to transition workflows for is registered in the inventory.¹
• Record stages have already been customized for use in workflows.²
• Workflows have already been set up for use with your records or artifacts.³
• You are a assigned role with sufficient permissions to transition the workflow into its next state.⁴

¹ Register records in the inventory

² Manage record stages

³ Configure workflows

⁴ Manage permissions

Transition workflows

ImportantRoles and action visibility

Depending on the configuration of your workflows, you may or may not be able to move a workflow into another workflow state as actions can be gated to only users of certain roles.

When all the actions that can be performed by your role are completed for that record or artifact at that stage of the workflow, actions will disappear from your view.

To transition a workflow into next steps:

On records

1. In the left sidebar, click Inventory.

2. Select a record or find your record by applying a filter or searching for it.⁵

3. On the landing page of your record, locate the active workflows section and the workflow you’d like to transition.

4. If an action is available to your role, you’ll see it listed under that workflow:

   • Click to open up the transition panel for your selected action. This arrow will be followed by the action name.
   • Enter your notes and/or any other additional inventory fields⁶. To save a working copy of the entered information without transitioning the workflow into its next state, click Save.⁷

5. Click {action} where action is the name of your custom user action to submit the entered information and transition the workflow into its next state.

⁵ Working with the inventory

⁶ Manage inventory fields

⁷ 
• Working copies are tracked under record activity: View record activity
• Working copies can be viewed, edited, and submitted by any other users with permissions to transition the workflow into its next state.
• Fields values updated via working copies will reflect on the field itself.

On artifacts

1. On the details page of your artifact,⁸ locate the active workflows section.

2. If an action is available to your role, you’ll see it listed under that workflow:

   • Click to open up the transition panel for your selected action. This arrow will be followed by the action name.
   • Enter your notes and/or any other additional inventory fields⁹. To save a working copy of the entered information without transitioning the workflow into its next state, click Save.¹⁰

3. Click {action} where action is the name of your custom user action to submit the entered information and transition the workflow into its next state.

⁸ View and filter artifacts

⁹ Manage inventory fields

¹⁰ 
• Working copies are tracked under record activity: View record activity
• Working copies can be viewed, edited, and submitted by any other users with permissions to transition the workflow into its next state.
• Fields values updated via working copies will reflect on the field itself.

Reset workflows

By default, the Customer Admin role has sufficient permissions to reset workflows.

To reset a workflow to the beginning:

On records

1. In the left sidebar, click Inventory.

2. Select a record or find your record by applying a filter or searching for it.¹¹

3. On the landing page of your record, locate the active workflows section.

4. Click on the name of the workflow you’d like to reset to open that specific workflow’s details.

5. On the workflow’s detail modal, click on the in the top-right hand corner and select Abort Workflow.

6. On the confirmation page, toggle restart workflow after aborting on, then click Yes, Abort Workflow to restart your workflow.

¹¹ Working with the inventory

On artifacts

1. On the details page of your artifact,¹² locate the active workflows section.

2. Click on the name of the workflow you’d like to reset to open that specific workflow’s details.

3. On the workflow’s detail modal, click on the in the top-right hand corner and select Abort Workflow.

4. On the confirmation page, toggle restart workflow after aborting on, then click Yes, Abort Workflow to restart your workflow.

¹² View and filter artifacts