The workflow is a set of steps that are used to process a record. Each step can be represented by a state. After creating the states in your workflow, you will create transitions, or paths, to move records from one state to another.

To customize the workflow states:

1. Login to the workgroup as Admin
2. Click on the Admin icon
3. Click on the Define Workflow button

Adding a State

To add a new state:

1. Login to the workgroup as Admin
2. Click on the Admin icon
3. Click on the Define Workflow button
4. Click on the Add State button
5. Make selections in the options presented. These options are described in detail below
6. Click on the OK button to save the new state
7. Click on the Transitions button to begin configuring transitions for the new state, or click OK to return to the Define Workflow section

Properties of a State

State Name
Name of the state

Order
The order of the state. This will determine the order in which it appears in the Workflow Administration table. You may wish to order the states according to their place in the workflow process. For example, if Reported is the first state for all records, you may want to specify "0" as the order for this state. States which have the same value specified in the order field will be listed alphabetically.

Transition Label Style
The style of the labels that will be displayed when a transition is displayed in the Task operation. You can choose from three types of label styles:

• Radio
  Transition options will be displayed as a radio button selection (listed vertically).

• Buttons
  Transition options will be displayed as clickable buttons (listed horizontally).

• Pulldown
  Transition options will be listed in a single pulldown menu.

Editing a State

To edit a state:

1. Login to the workgroup as Admin
2. Click on the Admin icon
3. Click on the Define Workflow button
4. Click on the Edit button listed to the left of the state you wish to modify
5. Make the desired changes to the state's properties
6. Click OK to save the changes

Removing a State

To delete a state:

1. Login to the workgroup as Admin
2. Click on the Admin icon
3. Click on the Define Workflow button
4. Click on the Delete button listed to the left of the state you wish to remove
5. If there are saved queries or saved charts which reference this state, you will be prompted to select a choice for handling these reports:
   • Choose a state to replace the deleted state in the report criteria
   • Delete any report that lists this state
6. After making any necessary selections, click OK to delete the state