Create a Work Item Workflow

The creation and management of the Work Item Workflows is like other workflows in PSA.

This article details how to create a Work Item Workflow.

Setting up the workflow:

1. From the Icon Bar click Setup .
2. From the Navigation Menu click Work to expand the corresponding menu.
3. From the Work menu items, click Work Item Workflows.
4. Click Create Work Item Workflow.
5. The Work Item Workflow Edit page will display.
   1. On the left you will see the General, States, Transitions and Assignments tabs.
   2. On the right of the page you will see the workflow design area.

6. Enter the following information in the appropriate boxes within the General tab:

   1. Name: Unique name for the workflow.
   2. Id: Unique identification code for the workflow, such as an employee number or number that has an inherent meaning within the organization.
   3. Alias: Descriptive prefix no longer than 32 characters in length.
   4. Is a placeholder: Select the option to use the workflow name to reserve a place in the Work Item Workflow hierarchical list; a placeholder is used to organize a structured hierarchy of the list.

      Tip: You can save a Placeholder Workflow without creating an Initial State.

   5. Suspended: Select this option to render the workflow inactive without actually deleting it from the list.
   6. Enable Direct Assignments: When this option is turned on users with the Assign permission to the Workflow can easily assign all Workflow States to the same item. For further details refer to Direct Assignment.
   7. Description: Brief description of any relevant details regarding the workflow.
7. From the workflow designer area:
   1. Add an Initial State

      1. On the Workflow toolbar, click the Initial State button
      2. Drag it to the design area.
      3. Drop it anywhere on the design area to create the Initial State for the workflow.
      4. Click Save.

      Note:

      • An Initial State must be created; otherwise, the workflow cannot be saved.

      • After a workflow is saved, the Setup link is displayed.

   2. Add Intermediate State(s)

      • On the Workflow toolbar, click and then drag-and-drop the Intermediate State button in the design area.

      Note: An unlimited number of Intermediate States can be created for a workflow.

   3. Add Final State

      • On the Workflow toolbar, click and then drag-and-drop the Final State button in the design area.
   4. Click the Save link to save the changes.

      Note: User(s) assigned to the current State of the Work Item can modify the Work Item Entry. If you require your Project Team members to be able to modify Work Item Entries in a given State you can create a new Assignment Rule and assign the State to Project team members.

8. For each of the above States:

   1. Open the state Edit dialog box by:
      1. Click a state in the left pane or
      2. Double-click a state in the designer area to open the State Edit
   2. Change the default names assigned to the states by entering descriptive names.

      Note: The State Edit dialog box displays the General, Transitions, Processing, Notifications, Assignments and Format tabs to allow users to set the properties for the workflow states.

   3. Click the Save link to save the changes
   4. Click the Close link to exit the State Edit dialog box.
9. Add Transition(s):

   1. Click the Transition button.
   2. Click the first state in the design area.
   3. Drag-and-drop it in the second state to create a transition between the two states.
   4. Continue to click and then drag-and-drop each state to connect it to its corresponding state. Repeat this step until all the transitions are created between the states
   4. Click the Save link to save the changes
10. For each of the above Transitions:

    1. Click the Transitions tab to edit an existing transition or create a new transition.

       Note: The created transitions are listed by name and source in the left pane and represented graphically in the design area.

    2. Click a transition in the left pane or double-click a transition in the designer area to open the Transition Edit dialog box and then change the default names assigned to the transitions by entering descriptive names.

       Note: The Transition Edit dialog box displays the General, Workflow Roles, Notifications and Format tabs to allow users to set the properties for the workflow transitions.

    2. Click the Save link to save the changes.
    3. Click theClose link to exit the Transition Edit dialog box.
11. Click the Save link to save the Workflow.
12. Then refer to Configuring Work Item Entry Fields to customize the entry fields.