Workflow States
A Workflow State represents the current status of a document during its lifecycle in ERPNext. It defines where a document stands in a multi-step approval or processing flow.
1. Overview
Workflow States are used in workflows to track and control document progression such as approval, rejection, or processing stages. Each state represents a meaningful step in a business process.
Examples of documents using workflow states include Sales Orders, Purchase Orders, and Leave Applications.
2. Purpose of Workflow States
- Define stages in a document lifecycle
- Support multi-level approvals
- Ensure proper validation and control
- Track progress of business processes
3. Workflow State Behavior
A document moves between workflow states based on defined Workflow Actions. Each transition depends on user roles, conditions, or approval rules.
For example, a Leave Application may move through:
- Draft
- Pending Approval
- Approved
- Rejected
4. Workflow State Configuration
Workflow States are defined inside a Workflow and assigned to transitions. Each state can be customized with a label and style.
5. Status Colors
Each workflow state can have a visual style for easier identification in the system:
- Success: Green
- Danger: Red
- Inverse: Black
- Primary: Dark Blue
- Info: Light Blue
- Warning: Orange
6. Example Use Case
In an approval process involving multiple managers:
- Manager Review
- Senior Manager Approval
- General Manager Final Approval
Each stage is represented as a Workflow State, ensuring structured approval flow and clear visibility.
7. Related Topics
- Workflows
- Workflow Actions
- Assignment Rule
