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Creating a New State

This section provides a step-by-step explanation of how to add a new State under an existing State Category. By adding new states, you can define process-specific statuses for your organization, making your workflows more flexible and detailed. When defining a new state, you can specify the immutable system name, its color, which other states it can transition to, and who should be notified or assigned tasks during those transitions. This enhances both process tracking and automation capabilities.

Steps to Add a State via the Application​

1. Accessing the Function Design Screen​

Click on the Function Design section under the Administration menu on the left.

2. Viewing the Function List​

  • You will be directed to the “Function Design” list page.
  • On this page, select the record type (e.g., Document) for which you want to manage states.
  • Click the States option from the row actions.

3. Navigating to the State Screen and Viewing Existing States​

  • You will be directed to the “States” page.
  • Categories are displayed on the left and the existing States belonging to the selected category on the right.

4. Adding a New State​

  • Click the + New button on the top right to open the new state creation screen.

5. Filling in Fields and Saving the State​

  • Fill in the required information for the new State in the form that opens.
  • After entering the necessary information, click the Create button at the top right to save the new State.

Key Fields in State Definition​

The table below summarizes the main fields that must be filled in when defining a State.
Required fields are shown in bold.

Field NameDescription
NameThe name of the State shown in the system and user interface. This field is required and cannot be changed after the State is created. State names must be unique within the categories of the related record type.
ColorThe color that represents the State in the interface where needed.
Is DefaultSpecifies the initial state assigned when a new record is created. Only one State can be marked as default. To set a new default, the current default must first be unset.
Permitted StatesDefines which other States can be transitioned to from this State. Each permitted state is presented as a transition option (button/action) to the user, and transitions are only possible to those defined here.
Notification SettingsSpecifies who will be notified (via notification/email) when a record transitions to this State. Notifications can be sent automatically to specific users or user groups.
Task SettingsSpecifies who will receive automatic task assignments when a record transitions to this State. For example, in an approval-required State, tasks can be assigned to relevant users.

State Definition: Basic Entity Relationships​

The following ER diagram shows the State and its related entities in a simplified form: