--- title: "Create a Workflow" slug: "v4createaworkflow" tags: ["create", "version4", "v4", "Workflow"] updated: 2023-09-26T06:24:47Z published: 2023-09-26T06:24:47Z excludeFromSearch: true --- > ## 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. # Create a Workflow Only 12d System Administrators can create a Workflow. Before a Workflow can be created planning must be done - Sketch out your workflow, think about the states and the flow. - Look at the transitions, and note down the Activities, Conditions or Data capture required in each one. - Define attributes used in the workflow - Check the Users, roles involved For this Workflow training we will develop one that handles the process of a drawing being developed, check and revised and ready for issue. ## **1.1 Creating the Attributes** You will require an attribute to set your Workflow in. This attribute will set the **States**. - Open the Admin Tool and go to the **System Attributes=>All Attributes**. Here is where an attribute called "**WF CAD State**" will be created. It is a list attribute. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/9db1181e-647f-4fb7-9a8e-0bc549088426.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/e059fe36-ed11-4c76-872f-b9e3778e4e1b.png) - You may require other attributes, for this one I will also create an Attribute called "**WF Rejection Reason**" it will just be a text attribute. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/f8b7981e-a9e5-4c4e-8378-592c48105a46.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/af4447ba-84d6-4807-b502-df8657c7f133.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/9e0c7faf-94e9-454a-87ea-27da55b8c2e5.png) In my Attribute list I also have one called "**Issue Revision**" ## **1.2 Set Folder Attributes** Now you can add the attributes to the Client area you wish to define the Workflow. - In the 12d Synergy Client, open to the **Emu Park** job and proceed to folder**04 CADD→Drawings** ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/6583e3ad-240f-4ca1-bc02-ec86cc90d20b.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/37480545-b27b-41c9-932a-58acfeb5b954.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/746d8f63-4c58-4e54-bce1-f827109c9601.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/3f421a8f-1294-4d89-8dba-d3fb418d9599.png) - In this case the "**Issue Revision**" attribute is already inserted. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/4712b9e0-56a1-43d6-bae2-db4514e6aa12.png) ## **1.3 Set the Workflow Transitions** The Attribute gets used to control the Workflow. - Select the "**WF CAD Status**" Attribute and then edit it ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/26b6612a-ccd6-4a66-8787-30702e6b4f72.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/c082c72b-3b6d-430f-9987-af46d91d7d40.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/07639e95-e719-4a81-8c58-e4bdfe5c83b0.png) This will add the States to the flowchart - Connect the "**States**" with arrows. The arrows represent the "**Transitions**" ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/243980e3-3932-4b1a-8f72-a1283236c81a.png) - Make sure you mark the last "**State**" as a Workflow resolution ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/c3e7c651-437f-4acf-ba08-a70dea87e822.png) ## **1.4 Set the Activities, Conditions and Data Capture** This is where you will set the details e.g. who can edit the file, Up revision the file, etc ### 1.4.1 Not Started to In Progress - Select the Transitions between "**Not Started**" and "**In Progress**" ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/bff3ed8e-a46a-4934-95c3-a12a5fe093cf.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/3447dae5-4358-49d2-a0b2-18565b7d7e59.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/599e8bf8-4939-4f9e-af08-e1ecf48ad08d.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/14d902d3-15b4-4728-8e6f-f4cb6afddb43.png) - Leave "**Send Email**" set to "**Yes**" ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/c8bdb982-fb13-4b5a-8b34-84ae56fd8bba.png) ### 1.4.2 In Progress to In Review - Select the Transitions between "**In Progress**" and "**In Review**" ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/26733e84-a942-4969-9f76-7ec4435894de.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/20266f49-7bd4-414b-a5ef-27ea02bcd0b8.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/e71323c5-da7e-43b3-856f-d675ac72b89d.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/dbae8f28-d454-4f46-a6cd-58e5189ba763.png) - Leave "**Send Email**" set to "**Yes**" ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/b0541658-cddb-4337-8990-095b620cfef3.png) So that the file can't be edited while it is in review you can lock the file to a particular Contact or Role. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/9bfcec2e-0d50-4935-9af6-aced849771d6.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/74888b5e-cf30-419b-848d-3eb25bfd87ec.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/750d4abd-8c48-4468-bf47-eb22858dc3ea.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/9c0df5c0-5aac-4e85-8231-2526ca6176eb.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/5a40735c-1e44-4e68-abc3-c9f026089e23.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/1d575f38-7621-4c32-86e7-d7a43555e249.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/338b697a-5160-4173-8813-f080daa5bc82.png) ### 1.4.3 In Review to Approved Several items are required here, first is to unlock the File. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/73551ff5-5d24-47f6-a041-0f418a82cbb6.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/ec8e7e9a-45cb-4f16-b2e2-88bd4e5d3ebc.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/346ca14b-ba9a-490f-9716-750e53560270.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/5dce0cde-140b-478f-b93b-32dc57d83abd.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/deb725f5-e943-4144-bc29-36b69896f4b1.png) Because the file is now approved it can be revved up, e.g. for the next issue. This means having the workflow change the attribute "**issue revision**" ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/19e38089-3240-466c-94a7-5668d78f66be.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/b33b3a17-73a3-487b-b847-1f2646badbf2.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/d54ab0c3-3fbb-40d6-8d43-710c69a21282.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/fb891af2-ff27-4e93-a3e1-334e3d299066.png) We will also send an email, this will require an email template. This can be set in Administrator tool, we will use one already created "**Ready for Issue**" ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/54f4b17a-9b95-4fa0-97a5-d91fa110ed64.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/7d7f8f28-dd4f-4287-a4cf-14868a4fb2d2.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/ced93b1b-db79-47cd-b22d-cb759938d650.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/8f68a832-384b-4146-9fb7-0a273c12d9bb.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/47293c16-39d3-4bff-88ea-08ae953e7931.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/a13f2d28-a6a1-4dde-9b24-7865804dda16.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/beaa9b94-e4ca-449a-9b25-ce083fc3d785.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/52a28214-a87e-4f9e-886f-d711cdfd2ded.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/ca65584f-df5c-4e88-8d50-2568bf98bacd.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/33d6ec6b-ff16-4c35-be4b-f80be32109fb.png) ## **1.5 Allow for Circular Work** However, things don't always go this smoothly and re-work maybe required. Also, changes may occur and items like reports or drawings may require re-issuing. So files may have to go through the processes multiple times. E.g. From a Preliminary design to a Final design stage. So let's add extra Transitions between, "**In Review**" to "**In Progress**" and "**Approved**" to "**In Progress**" ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/ffc7da62-1957-4db2-83b7-ec6b17b62cb5.png) ### 1.5.1 In Review to In Progress When the File goes to "In Review" it was locked to a Reviewer i.e. The Design Lead. The first step is to unlock the file so it can be sent back to the Drafter(s). ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/326c4650-57f8-4ddc-b2e6-0f02ad0d56bf.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/fbcf29bf-6a42-4e72-90bd-3090301664b2.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/8b22510e-b3af-4206-b469-4b69c2d20d6c.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/bcdd57d7-0a67-4c88-8fb8-1f7805558c27.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/951cd738-310e-4ccb-b8b2-6d767ba05f08.png) And re-assign the workflow ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/019fbcbe-1fb9-4b88-afee-c3260d705846.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/95c6383e-1afa-48bf-aa0b-5e51296a6243.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/a9b09873-1205-4d80-b38c-ad4ab333556f.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/b99fcead-e484-49a0-b5f1-65b86648573b.png) - Leave "**Send Email**" set to "**Yes**" ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/80491cf3-be34-4a65-9566-8b7f0a4b2a25.png) For this Transition we will also set some Data Capture. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/c44f2f87-131d-49f7-b5b1-f12d071cf926.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/ec0984ea-ab81-49f9-bce7-45260787395c.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/57d77c7f-8d34-485c-bc21-62a7713e1109.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/bb7114ce-3ee2-493f-9b51-1abbe98b67f3.png) Earlier an Attribute was created for a rejection reason. It can be added here. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/c409885e-b3b6-42c4-a9ed-395891ae7b1d.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/726673af-8b7c-4874-b3fa-d31cdae0078a.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/b1096845-f5e5-4e79-ab94-cae9fac12475.png) ### 1.5.2 Approved to In Progress This is required if a file is required, e.g to go from issue "**A**" to Issue "**B**" ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/73fb9381-c860-4bfb-ad50-1855552fcc60.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/20b607c8-c6bc-41dd-91a3-5ff21556e973.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/2408716e-4825-4b96-9f1f-8924c407b426.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/159904ee-1e08-4278-abaf-51823c3bea4a.png) - Leave "**Send Email**" set to "**Yes**" ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/89a70529-0aa2-4b87-a03f-b963bd2e75ab.png) This will occur now when the Status attribute gets set back to "**In Progress**" ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/4d1f6c0a-c747-4e42-8efb-95a747630bca.png) **Save and Close the Edit attribute panel** ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/14c2d235-ba98-4019-8220-4c4061e47251.png) **Save and Close the Folder Editor panel** ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/99a27d6d-1aa6-4c81-94ef-57f5f2ad61c7.png) ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/e003987a-2d18-440e-932d-f24d45ed6775.png)