Views lists items in all workflow states

[Anonymous]

Hi

I don't know if this is the normal behavior or a bug

In a view every item is listed in all the states it has been not only in the current state.

I've seen this happens when the column "Workflow Step Number" is shown in the view.

Thanks in advance for any comment about this.

Daniel Garcia

[broepke]

Daniel,

This is normal - What you're basically doing is telling it to list all the history of the items in your view.  This is true for anything in your view of "workflow" actions.  You can potentially create a filter on that by adding one of the workflow actions and then doing a filter that says "Workflow Action contains Final Approval" - showing you all the step of the approval action.

What you probably more likley want is to turn on "current state" or "last action" from the Workflow section in that list.  That doesn't contain the history but rather just state information about the "current" state.

[Anonymous]

Hi Brian

Thanks for the quick response

Just to clarify, it's not inside the item (workflow actions tab) but in the item's list. (see image below).

Is this what you meant?

I just wanted to sort the items using that column (state step number), obviously it can be done putting a number in the states name so it's not a big deal.

Thanks

Daniel

[broepke · Accepted solution]

Putting a number in the state name is the right thing to do if you want sorting.  This is exactly why all the example workpsaces have it that way.

The number you're looking at doesn't actually correlate to a state.  It's just a sequece of all the events that happened during the sign off.  Think of a simple workflow first

1. Start

2. Submit for Approval

3. Approve

Easy - you think that works.... But... What about the same workflow but a "reject" happended

1. Start

2. Submit for Approval

3. Reject - More Info Needed

4. Submit for Approval

5. Approve

Here we see in that example - a "reject" style workflow will make your history look very different depending what the sign offs really look like.

[Anonymous]

Hi Brian

OK, now I understand the meaning of that number.

Thanks for the help...learning a little more of PLM 360 every day 🙂

best regards

Daniel

[michelle.stone]

Daniel - check out this past 'tip of the week' for another example of workflow naming best practices.

Michelle

[Anonymous]

Thanks Michelle !

Daniel