Adding workflow states

Surround SCM includes the following default states: <No State>, Work in Progress, Needs Attention, Awaiting Review, Reviewed, Awaiting Release, and Released.

If the default states do not match your process, you can edit the state names or add new states. States are not specific to a workflow template and can be used in any template.

1. Choose Tools > Administration > Workflow.

The Workflow dialog box opens with the States tab selected.

2. Click Add.

The Add State dialog box opens.

3. Enter a State name and State description.

Make sure you use a descriptive name that users understand.

4. Select Electronic signature required to require users to enter an electronic signature when the state is set on files.

Electronic signatures are used for compliance purposes to track who signed off on files in specific states and when. You can configure compliance options to specify signature settings, such as the signature components and certification message to include to meet compliance requirements. See Setting compliance options.

5. Select Automatically reset to default state when version changes to reset the default state on files in this state when the file version changes.

Selecting this option helps ensure files are not in an incorrect state when they are updated. For example, you can set a Reviewed state to automatically reset to the default state to restart a review workflow when additional changes are made in an updated file version.

If Electronic signature required is selected, this option is automatically selected to ensure users are prompted to enter another electronic signature when an updated file version is ready to be signed off on.

6. Click OK.

The state is added.

You can also add states when you create workflow templates. See Adding states to workflow templates.