When to read this
You need to move state, send for approval, or understand “Approve exists but does nothing.” This article explains both channels; QMS detail is in QMS workflow approval.
What a lifecycle is
A lifecycle is named states plus allowed transitions. Current state shows in the header (or on the document latest version).
- State names differ per object and application.
- User actions are configured jumps; they may open dialogs, write fields, or start workflows.
- Entry criteria block actions when fields, children, or roles are not satisfied.
Two ways to change state
`` Need participants / rejection reason / e-signature before the state changes? Yes → Send for approval (workflow) → complete in My Tasks No → User action on the record (if exposed and allowed) ``
| Channel | Typical use | Where you work |
|---|---|---|
| User action | Submit, close, make effective without parallel approval | Workflow and state changes |
| Workflow | Multi-step QA approval, audit expectations | Send for approval → My Tasks |
In In approval (and equivalents), Quality often removes direct approve/reject from the state menu so tasks and signatures cannot be bypassed.
Run a user action on the record
- Open Workflow and state changes (gear / state menu).
- Pick an action (grayed = criteria or role).
- If a start dialog appears, choose participants, due date, comments; confirm.
- Outcome may change state immediately or only start a workflow.
- Refresh header state; error text often names the missing field or child.
Some actions create children or call application actions via system side effects—see Security basics.
After workflow starts
| Phase | On the record |
|---|---|
| Sent | Often In approval; fields may lock |
| Open tasks | Assignees see workflow tasks |
| Step complete | Engine adds next task or updates state |
| Reject | Often prior state; reason belongs on reject task |
| Done | Terminal or next business phase (see app help) |
Workflow timeline on the record (when exposed) shows steps and assignees.
Cancel and edge cases
Cancel workflow may be allowed for owners; rules vary. Completing signed tasks may fail if the parent is already inactive—check lifecycle.
Documents (platform)
Actions run on the latest version; historical versions are read-only.
Field-only edits usually keep the version number; file changes require check-in / bump; steady-state promotion may move 0.x → 1.0. See Documents and versions.
Typical permissions
| Action | Common requirement |
|---|---|
| See user action | Lifecycle role + atomic security |
| Send for approval | Owner/Editor + workflow vault actions |
| Approve on task | Assigned participant |
| E-signature | Object enabled + step requires sign |
FAQ
| Symptom | Try |
|---|---|
| Action grayed | Entry criteria, role, atomic security, layout |
| Cannot approve own submission | Another participant; check My Tasks |
| Approve clicked, state unchanged | Approve on task, or parallel tasks remain |
| Rejection reason missing | Fill on reject task completion |
Next
- Task list → My tasks
- Signatures and audit → E-signature and audit