Why create workflows ?

Workflow rules allow you to constrain the status codes a project can transition to, as well as modify project parameters for any particular transition. This reduces the list of choices available in the project general screen, simplifying the interface for users, and controlling the process.

In addition, if only one of the possible target status codes is of the type completed, then a Complete button will be offered to short-cut this status change. Similar buttons will be offered for other unique status transitions, eg. Archive, Plan, Re-Open, etc.

Note that if a user is granted the permission to change any status, then all codes are possible, although workflow rule driven ones will be highlighted in the selection dialog. This authority should only be granted to some form of administrator, who can step in when a formal process needs to be over-ridden.

The workflow maintenance screen is located under the main project menu. When you have determined what types of project you require, the states they could be in, and created appropriate status codes for them, make transition rules for all desired status changes here. The possible types of workflow transition rule are :-

Transit - This is the most common rule, which maps one project status to another possible status. They apply either when selecting a new status in the general dialog, or pressing an associated action button. Changes to the project such as priority, owner, etc. will apply at the point the status is changed. When transit rules exist for a status, they constrain the project to one of the possible status codes indicated in one of the rules.

Initiate - These rules apply only when a new project is created. The source status for this rule is the sub-status code defined in the parent project (if not set to inherit). If only one initiate rule matches the sub-status code, then project fields may be pre-populated by the workflow values. For multiple initiate rules, the created project status will be constrained to the list, similar to transit rule behaviour.

Sponsor - These are similar to transit rules, but apply to project sponsors instead of the owner or managers of the project. This allows a project sponsor to have different options to the project owner, eg. able to move a project from development to production.

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