A State Machine Workflow is used when actions within a workflow need to be repeated by multiple parties and workflow advancement is dependent on the outcome.
The Graphics team needs to approve the artwork, the Marketing department needs to approve the artwork and content and the CEO needs to approve the entire advertisement. If the Marketing department rejects the artwork, the artwork returns to the Graphics department. If the CEO rejects the advertisement then it returns to the Marketing department.
To end a state machine, you will need to use the Change State action. Using any other action, e.g. the End Workflow action, can cause any number of fun/ random errors!
Your workflow should appear as it does below.
Select and place a Request Approval workflow action below each state and configure the action with relevant user information from your environment.
If the advertisement is rejected from the Graphics Team, an email is sent to the initiator to end the workflow.
Note: To end a state machine, you will need to use the Change State action. Using any other action, e.g. the End Workflow action, can cause any number of fun/ random errors!
If the advertisement is approved, a Change State workflow action will direct the workflow to the Marketing Department state.
Note: You can change to a state from any other – states do not have to be directly next to each other.
If the advertisement is approved by the CEO, an email will be sent to the initiator of the workflow and the state machine will be ended.
Note: If required, the workflow can continue on to other actions after the state machine is ended. The completed state machine as shown.