Transitions

Transitions lists every “stage” of the version, and under each one the moves out of it. Each “transition” says where work can go next and who may move it there. Publish uses the transitions to find the stages that work can reach: a stage that nothing moves work into stops the version from being published.

Open the template from Workflow Templates, then select Edit on a draft (or View on a published or retired version). The template editor opens. In the left menu, select Transitions.

One box for each stage, in the order of Stages. Under the stage name is each transition out of it, then a list to add another. The line under the title counts the transitions. On a draft it says “changes save as you make them”: there is no Save button. On a published or retired version it says “this version is read-only”.

A stage with no move out of it says “Work stops here, which is what an ending means.” for an ending, and “Work that reaches this stage would stop here.” for any other stage.

• Add a move: under the stage it starts from, pick the stage in Add a transition to… and select Add.
• Change who may make a move, with the list on its row and Only the assignee.
• Make a move depend on a value: select Add a condition under it. How conditions work: Make a task depend on a value.
• Remove a move with the trash icon on its row. It asks first:

Anyone with a role in the department can open this section and read it. Changing it is for a department manager or a company administrator. If your role does not allow a change, a message at the bottom right says so and nothing changes. See Who can see and do what.

• Moves back to an earlier stage are fine. On a draft, the screen says so: “Loops back to an earlier stage are normal.”
• While a stage is unreached, a message at the bottom right names it and says that publishing will be refused. Add a transition into it from another stage, or delete the stage on Stages.
• The Task grid has a column only for the stages work can reach, so a new transition can add a column there.
• On a running project, Workflow checks who may make a move when someone moves a task along a transition. A person the transition does not allow is refused, and a message says why. This check is on unless your company has switched it off.
• A move between two stages with no transition between them is allowed on a running project. Some companies switch on a rule that work must follow the transitions; then the move is refused with “The template does not allow that move from this stage.” Ask tech which rules are on for your company.
• On a published or retired version you can read this section but not change it. To change it, revise the template: Change a published template.