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Home/System setup and customization/Vault configuration and customization/Workflows/Workflow states

Adding states to a workflow

Last updated on 10 April 2026

Admin
  1. Open M-Files Admin.
  2. In the left-side tree view, expand a connection to M-Files server.
  3. Expand Document Vaults.
  4. Expand a vault.
  5. Select Workflows.
    Result:The Graphical workflow designer is opened.
  6. In the list of workflows, select a workflow.
    Result:The workflow opens in the graphical workflow designer.
  7. Click New State on the Tools pane.
    Result:The State Properties dialog opens.
  8. In the Name field, enter a name for the workflow state.
  9. Optional: In the Description for admin and Description for users field, enter a description for the state.
  10. Optional: Enable Technical state.
    Use this option for states that the workflow moves through automatically and that users do not use. When the option is enabled, the state is not shown in the visualized workflow on the metadata card. This makes the workflow easier to use and understand.
  11. Optional: On the Conditions tab, specify the preconditions and postconditions that must be met before an object can be moved to or out of this state.
    For more information, see Workflow state conditions.
  12. Optional: On the Actions tab, specify the actions that are done when an object is moved to this state.
    For more information, see Workflow state actions.
  13. Click OK to close the State Properties dialog.
  14. Repeat steps from 7 to 13 to add more states to the workflow.
  15. In the designer, click Save.

The states are added to the workflow and shown in the graphical workflow designer. Next, you can add state transitions between the states.

Tip: To change the icons of the workflow states, open Metadata Structure (Flat View) > Value Lists. Then click Show All Value Lists, double-click Workflows, and finally click Contents. Select the workflow and the state and click Change Icon. For more information, see Changing the icon of a value in a value list
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