WorkflowStates Schema Reference
Configuration Scope: Exportable
This setting is included in configuration exports and will be the same across all environments once the config file is imported.
Overview
This guide provides detailed instructions on managing workflow states in the WorkflowStates table. The schema for this table defines the available workflow states and their behaviours, playing a critical role in the workflow system.
Pre-requisites
Before adding or modifying workflow states, ensure the following prerequisites are met: - Understanding Workflow Structure: You should be familiar with how workflow states interact with WorkflowTransitions and WorkflowTransitionGroups. - Permissions: You must have the appropriate permissions to make changes to the WorkflowStates table. - Impact Awareness: Changing states can affect existing workflows, so ensure any modifications are tested before deployment.
Understanding the WorkflowStates Table
The WorkflowStates table stores all workflow states and their configurations. The fields are categorised as follows:
Core Fields
| Field Name |
Type |
Required |
Description |
Additional Information |
|---|---|---|---|---|
| PartitionKey |
string |
Yes |
Workflow schema version |
Editing is not recommended, as it may cause application errors |
| RowKey |
string |
Yes |
State ID |
Unique identifier for the workflow state |
| Name |
string |
Yes |
State name |
Human-readable name for the workflow state |
| CanManageSignatures |
boolean |
No |
Indicates whether signatures can be managed in this state |
Controls signature management functionality |
Managing states
Adding a new state.
To add a new workflow state, follow these steps: 1. Open Azure Storage Explorer and connect to your storage account. 2. Navigate to the Tables section and open the WorkflowStates table.
- Click +Add at the top of the screen.
4. In the new entry form, enter the following details:
- PartitionKey: Use the relevant schema version - V1.
- RowKey: Assign a unique identifier, GUID, for the new state.
- Name: Provide a descriptive, human-readable name for the state.
- CanManageSignatures: Set to true if the state should allow signature management; otherwise, set to false.
5. Click Insert to create the new state.
Editing an existing state.
To modify an existing workflow state: 1. Open Azure Storage Explorer and navigate to the WorkflowStates table. 2. Locate the state you want to modify. 3. Double-click the entry to open the edit form. 4. Update the necessary fields, ensuring the changes do not conflict with existing workflows. 5. Click Update to confirm the modifications.
⚠️ Important: Modifying an existing workflow state should be done with caution, as states may be shared across multiple workflows. While changes to workflow states do not directly impact existing records - since records use a snapshot of the workflow at the time of creation - modifications can affect new records or workflows that reference the updated state. Always review dependencies before making changes.
Important Considerations - States are essential components of the workflow system. - They work in conjunction with WorkflowTransitions and WorkflowTransitionGroups. - Any modifications should be reviewed carefully to avoid disruptions. - Each state represents a specific task in the workflow. - States can have different permissions and functionalities. - The CanManageSignatures setting determines whether signature-related actions are available in the state.
Related Tables
The workflow configuration is stored across three Azure Storage Tables: 1. WorkflowStates – Defines workflow states and their settings. 2. WorkflowTransitions – Specifies how records transition between states. 3. WorkflowTransitionGroups – Manages grouped transitions between states.
When a record is created, the workflow configuration is serialised as JSON and stored in the workflowinstances container in Azure Blob Storage.