---
title: "Sample Workflow 2"
slug: "sampleworkflow2"
updated: 2026-03-10T05:11:05Z
published: 2026-03-10T05:11:05Z
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.12dsynergy.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Sample Workflow 2

In the [first sample workflow](/v1/docs/sample-workflow1) that we saw, we saw how to define activities and capture data. We will now look at the same workflow with an extra transition added. This newly added transition will show us how to use conditions in our workflow.

> [!WARNING]
> Please note that the erstwhile Issuing feature is now called [Transmittals](/v1/docs/v5issuingclient).

### 1.0. Workflow Description

1. The Designer works on a drawing.
2. The drawing may or may not need a review. If it needs a review, it is passed on to a Design Lead. And if it doesn’t need a review, it is sent to the Project Manager, who will then issue/publish the file to the Project Engineer.
3. If the file is with the Design Lead, he can do one of the following:
  - Send it back to the Designer for more work with some review comments. In this case, the workflow will repeat itself until the drawing is approved by the Reviewer.
  - Approve the drawing and send it to the Project Manager for issuing/publishing the file to the client.
4. When the file is with the Project Manager, he issues/publishes the file to the Project Engineer.

> [!NOTE]
> **Step 2**above****is the additional transition we are going to add, and it will have a condition involved. The condition is to make a choice if review is required for the file or not.

#### 1.1 Actors

The **Actors**in this workflow are the Designer, Design Lead (reviewer), Project Manager (who issues the file to the Client) and the Project Engineer (who receives the issued/published file on the site). Note that we have added an actor (Project Manager) between the reviewer (Design Lead) and the client (Project Engineer) as the Designer may not have direct access to the Client.

Let us now see the above pictorial representation in a workflow.

![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/wf(4).png)

#### 1.2 Attributes Required

1. **States**attribute of list type having all the states as its options.
2. **Revision Number** integer type attribute to hold the revision number of the file.
3. **Review Required?** attribute with **Yes/No** options.

#### 1.3 Transitions

While all the transitions in this workflow are mostly the same as the [previous sample workflow](/v1/docs/sample-workflow1), there will be one new transition added from **WIP —> Ready to be Issued**state. We will also add a condition to the **WIP —> In Review** transition. Let us define the additional transition and condition here.

| Transition | Activities/Conditions/Data Captures | Description |
| --- | --- | --- |
| **WIP —> Ready to be Issued** | **Activities**- Unlocking the file for issuing; Send an email to the Project Manager to let him know that file is ready for issue; Assign the workflow to the Project Manager. **Condition**- If **Review Required?** attribute is **Yes**, then perform this transition. This means that if it is **No**, then the **WIP —> In Review**transition should be triggered. | The Designer can decide whether he wants the file to be reviewed or not. If the file does not need a revision, this transition is triggered. The file is unlocked and sent to the Project Manager who will in turn issue/publish it to the Project Engineer. |
| **WIP —> In Review** | **Activities**- Assign the workflow to Design Lead; Lock the File to the Design Lead **Condition**- If **Review Required?** attribute is **No**, only then perform this transition. This means that if it is **Yes**, then the **WIP —> Ready to be Issued**transition should be triggered. | The Designer can decide whether he wants the file to be reviewed or not. If the file needs a review, only then is this transition triggered. The workflow is assigned to the Design Lead for review, and the file is now locked for the Design Lead. |

### 2.0. How to define the WIP —> Ready to be Issued transition

1. Please refer to the [How to build a workflow procedure](/v1/docs/sample-workflow1#2how-to-build-the-workflow-in-12d-synergy-applications) for building the workflow. we will define the new conditions and activities here.
2. Access the required folder in the 12d Synergy application job tree and apart from creating the ***Design Status*** list attribute and the ***Revision Number*** attribute, create a **Yes/No**type attribute named ***Review Required?*** by right-clicking the folder and selecting the **Edit Folder** option and in the **Edit a Folder:<*Folder name*>** window > **Attributes**tab > **File Attributes** tab.

![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/revreqd.png)

Thus we have the required three attributes in place.

![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/attr.png)
3. After building the workflow diagram in the **Edit a workflow** window, add an arrow from the **WIP —> Ready to be Issued**states and select it.

![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/newwf.png)
4. Now, let us define the transition now.
  1. Let us first unlock the file for the Project Manager. In the **Activities**tab, click the ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/plus(11).png) button, select the **Files**category in the **Add a New Transition Activity** window and then double-click **Unlock a file**activity (or select and use the **Add**button).

> [!NOTE]
> Please refer to the [Activities table](/v1/docs/activities) to know which actions fall under which category.

The **New unlock a file activity**is added to the **Activities**tab.
  2. Enter an appropriate name for the activity in the **Name**box. Let us name it ***Unlock the file for the Project Manager***.

![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/unlockact(1).png)

> It is highly recommended that you name the activity appropriately so that it is easier for anyone to understand the activity at a later point in time.
  3. We now have to give values to the inputs for the activity. Click in the corresponding **Value**column of the input **File to lock**. The description of this input value is displayed below the Input-Value table for your reference. The following prompt****window is displayed.

![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/fileselect.png)
  4. The following three options are displayed.
    - **Pick a path**option to locate and select the required file in a job.
    - **Use the current file**option to simply select the current file which when added to the folder has triggered this workflow.
    - **Enter manually** option to access the Expression Helper to build a variable expression for selecting a file when the workflow is running.

In our example, let us select the **Use the current file** option. This will add ***{Entity}***as the value to the **File to Lock**input in the **Activities**tab.

![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/unlockact.png)
  5. Let us now assign the workflow to the Project Manager. In the **Activities**tab, click the ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/plus(11).png) button, select the **General**category in the **Add a New Transition Activity** window and then double-click **Assign this workflow**activity (or select and use the **Add**button).

A **New Assign this workflow**activity is added to the **Activities**tab.
  6. Click the the corresponding **Value**column of the input **Assign to**. The description of this input value is described below the Input-Value table. The following prompt is displayed for you to select a contact, group or role.

![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/contact.png)

> [!NOTE]
> We assign the file to the actor of a transition so that no other user can work on the same file while the selected actor is working on it.
    1. Enter an appropriate name for the activity in the **Name**box. Let us name it ***Assign this workflow to Project Manager***.
  7. Since we have to assign the workflow to the Project manager, select the **Role**option.

The following prompt is displayed.

![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/wf1k.png)
  8. Select the **Specific Value**option and then the **Designer**role in the following **Select a Role**prompt.

![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/projmgr.png)

The value for the **Assign to**input is now set to **Role: Project Manager**.
  9. For the **Send email**input, select the No option. We will draft a customised email in the following steps. The ***Assign this workflow to Project Manager*** activity is defined.

![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/asswf.png)
  10. Let us now look at sending a customised email to the Project Manager.
    1. In the **Activities**tab, click the ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/plus(11).png) button, select the **General**category in the **Add a New Transition Activity** window and then double-click **Send an email**activity (or select and use the **Add**button). The **New Send an email activity**is added to the **Activities**tab.
    2. Rename the activity to ***Send an email to the PM***in the **Name**box.

![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/emailpm.png)
    3. Click in the **Value**column row against the **Send to**input. The **Edit Contacts Input** window is displayed.
    4. Click the ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/plus(11).png) button and select the **Role > Specific Role > Project Manager**option from the prompts that are displayed chronologically. The **Role:Project Manager** contact is added to the **Edit Contacts Input** window
    5. Click the **Set**button. The value for the **Send to**input is set.
    6. If you want to CC the email to anyone, click in the **Value**column against **CC to**input and add contacts accordingly using the same procedure mentioned for **Send to**input value. This is an optional field.
    7. 12d Synergy offers a wide range of inbuilt email templates. And it also gives you the options to [customize or create email templates](https://help.12dsynergy.com/docs/v5outgoingemails#13-how-to-create-a-customised-outgoing-template). Create a template named, ***No Review Required. Ready to Issue***. In the **Template subject**, copy the same **Template name**viz ***No Review Required. Ready to Issue***. Edit the body of the email to let the Project Manager know that no review is required and hence you are directly sending him the email. Click the **Select**button.

![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/mailtopm.png)
    8. If you want to attach any files with the email, click the **Value**column against the **Files to attach**input and give the variable expressions of the files to attach in the **Set Task Input**window. For instance, if you enter ***{Entity}***, the current file that is ready for issue is attached. This is an optional input.
    9. Similarly, you can choose to zip the attachments by selecting the **Yes**option displayed in the **Value**column against the input. This is also an optional input.
    10. Click the **Save**button.
5. Now let us define the condition for triggering this transition. Select the **Conditions**tab.
6. Click the ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/plus(11).png) button. In the **Add a New Transition Condition**window, select the **General**category and then double-click **Compare string property**condition (or select and use the **Add**button).

![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/cond1.png)

A new compare string property condition is added to the **Conditions**tab.
7. Rename the condition to **Review Required?**in the **Name**box.

![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/cond2.png)
8. Click in the **Value**column against **String 1**. We have to select the Review Required? attribute for the file for which we are running the workflow. For that to happen, enter ***{Entity.Review Required}***.
9. Click in the **Value**column against **Operator**field. We want the transition to trigger when the review is NOT required. So, select the **Exact Match** option from the list.
10. Click in the **Value**column against **String 2**. The value against which the attribute has to be compared should be selected as String 2. In our case, If the attribute is NO, then the transition is triggered. So, enter **No**in the cell.
11. In the **Value**column of the **Case sensitive comparison?**, select the **No**option so that any case in which you enter **No**is acceptable.
12. Click the **Save**button. The condition is saved.

![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/cond4(1).png)
13. Now let us define the condition for the **WIP —> In Review** transition. The condition is that if the value of **Review Required** attribute is a **Yes**, then the **WIP —> In Review** transition must be triggered. Select the **WIP —> In Review** transition and select the **Conditions**tab on the right.
14. Follow steps 6 to 12 in this procedure, with the only change that in step 10, enter **Yes**for the value of **String 2**input.

![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/condinrev1(1).png)
15. Click the **Save**button in the **Edit a Workflow**window and close it.
16. Click the **Save**button in the **Create/Edit an Attribute**window.
17. Click the **Save**button in the **Edit a Folder:<folder name>**window.

We have finally defined the **WIP —> Ready to be Issued**transitions which include a condition. Now let us see a video to see what happens when we run it.

> [!NOTE]
> When you add a file to the folder on which the workflow is defined, the file name is displayed in red font. This means that the file is locked for someone.

[sam2_final](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/sam2_final.mp4)