Build your workflow: roles, states and form permissions

This tutorial starts your scheme’s approval workflow in the State Builder. A workflow is the set of stages that a submission moves through, and the roles that act at each stage. By the end, you have linked roles to your form, defined its states, and set what each role can do in each state. The next tutorial adds the routes between states.

Feature availability: State Builder is in Beta.

Prerequisites

• A scheme with roles and officers in place. Refer to Set up your scheme.

Step 1: Open the State Builder

1. On the scheme overview page, select the Versions card.
2. Select Edit next to the form that you want to configure.
3. Select State, then the State Builder tab.
4. Select View State Builder.

Step 2: Add form roles

Form roles link the roles that you created for the scheme to this form. A role only acts on a form after you add it here.

1. In the State Builder, select the Form Roles tab.
2. Select the roles that act in this form’s workflow.
3. Select Add Role.

Warning: New roles and new states get no component access by default. After you finish the workflow, set component permissions for each role and state.

Refer to Add form roles.

Step 3: Set the workflow settings

1. Select the Settings icon at the top left of the State Builder.
2. Choose the roles that can create submissions for this form.

Refer to Set State Builder settings.

Step 4: Add states

A state is one stage that a submission goes through, from start to end.

1. Select the + button at the bottom right of the State Builder, then select Add State.
2. Enter a State Name. Optionally, give applicants a different state name from the one officers see.
3. Repeat to add every state in your approval workflow.
4. Arrange the states on the canvas and save their positions.
5. Select the first state that a submission enters, then select Set as Initial State. Every form needs exactly one initial state.

Refer to Add and edit states.

Step 5: Set form permissions

Form permissions control what each form role can do with a submission in a given state.

1. Select a state, then select Edit Form permission.
2. Set the permissions for each role in that state.
3. Repeat for every state.

Refer to Set form permissions.

Next step

Continue to Build your workflow: edges and edge permissions.