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Configure Workflow Transitions and Actions ​

Transitions move Publication Items between workflow steps and can run automated tasks when they execute. Actions are user-facing controls within steps. This guide covers configuring both in the Workflow Configuration workspace.

Create a transition ​

  1. Go to Workflow → Workflow configuration.
  2. Find and click Edit on the workflow you want to modify.
  3. In the workflow editor, click Add transition or New transition.
  4. Enter:
    • Name — a unique identifier for this transition (e.g., "approve-layout")
    • Title — a user-facing label (e.g., "Approve Layout")
    • From step — the step items must be in to use this transition
    • To step — the step items will move to when the transition completes
  5. Save the transition.

Add recipe tasks to a transition ​

A transition's recipe is an optional sequence of automated tasks that execute when the transition runs. You can add zero or more recipe tasks. Available tasks include:

  • Create items — Generate publication items from campaign briefing items
  • Generate items — Generate publication items based on workflow automation rules
  • Execute automations — Run a workflow automation to generate publication items
  • Send notifications — Notify specific users, roles, or email addresses (supports dynamic content using publication item properties)
  • Send links — Send delivery or upload links to recipients
  • Create links — Generate delivery or upload links for publication items
  • Update data field values — Change publication item data field values
  • Create package items — Generate publication item packages (for delivery)
  • Create publication item package — Create a campaign package containing specific items
  • Refresh campaign packages — Update campaign packages with current item states
  • Update InDesign content — Trigger updates to InDesign project files
  • Upload assets — Automatically upload linked assets
  • Upload item files — Move uploaded files to specific storage locations
  • Move uploads — Relocate uploaded files between storage locations
  • Auto layout — Automatically arrange pages in layouts
  • Fork design variant — Create a copy of a design variant
  • Remove files — Delete files and revisions from publication items (destructive)
  • Delete publication items — Remove publication items entirely (destructive)
  • Move orphaned sticky notes — Relocate sticky notes when items move
  • Delete orphaned notes — Remove sticky notes orphaned by item movement
  • Save layout revision — Preserve a layout state as a revision
  • Save files revision — Preserve file state as a revision
  • Remove approvals — Clear sign-off approvals when rejecting items
  • Reassign items — Change which user owns publication items
  • Reject rules — Apply rejection rules that move items back to a previous step
  • Reject sign-off roles — Reject approvals from specific roles
  • Run script — Execute a custom script for advanced automation

To add recipe tasks:

  1. Open a transition for editing.
  2. In the Recipe tasks section, click Add recipe task.
  3. Select a task type from the dropdown.
  4. Configure task-specific options (if any):
    • Some tasks allow specifying which design variants to apply the task to
    • Notification tasks require specifying recipients and message content
    • Approval-related tasks require configuration of which roles or users are affected
  5. Click Save to add the task to the recipe.
  6. Repeat to add more tasks. Tasks execute in the order they appear.
  7. Save the transition.

Note: Some tasks have dependencies — for example, certain tasks can only run after specific preceding tasks. The system validates these constraints when you save.

Destructive transitions ​

Transitions that delete publication items or remove files are marked as destructive. When a user triggers a destructive transition, Relayter displays a confirmation dialog showing which items will be affected before executing.

Edit a transition ​

  1. Go to Workflow → Workflow configuration.
  2. Find and click Edit on the workflow containing the transition.
  3. Click on the transition you want to modify.
  4. Update the name, title, steps, or recipe tasks.
  5. Save the changes.

Note: Changes to transitions take effect immediately but do not affect publication items that are already mid-transition. Only new transition executions use the updated configuration.

Delete a transition ​

  1. Go to Workflow → Workflow configuration.
  2. Find and click Edit on the workflow containing the transition.
  3. Find the transition and click the delete button.
  4. Confirm the deletion.

Configure actions on workflow components ​

Actions are user-facing controls within steps (e.g., "Move to next step", "Approve", "Download", "Add to package"). Actions are configured per component within a step, not at the transition level. See Configure Workflow Steps and Components for details on adding actions to components.