After you have created a workflow process, you might want to add additional states for steps that were not part of the typical workflow but are necessary for complete tracking of an item.
For example, the typical workflow for an issue is from Activated to Resolved to Closed. However, some issues may require special handling. You can add a state, Escalated, for issues that require priority handling or special attention.
Note If your workflow is based on an existing column in your database, when you add a state, a row with the new state's information is added the table containing this column.
Additional State Outside the Typical Process for an Issue
For each step that an item must go through in your process, you can add a state to your workflow.
The workflow diagram can be used to do the following:
To add a workflow state
During development, you might find the original names for states do not reflect the intended meaning. For example, the users may not understand a state named Review, because the word can imply an action as well. However, the users can understand what In Review means.
Renaming a state does not impact existing rows that are in that state, because you are changing the descriptive, "friendly" name in the lookup table and not the integer value used in the foreign key column of the table.
To rename a state
If you find you no longer require a state in the process, you can remove it.
To delete a state
Caution If you delete without changing existing rows to a different state, those rows can no longer be modified. Before removing a state, change the rows to a state value that is represented on the diagram.
Note You cannot delete the only connection another state has to the diagram.
The state and all of its associated actions are removed from the diagram and deleted from the workflow.