30 October 2024

What are transitions?

Transitions determine the sequence of activities applied in the workflow process. Transitions have types that determine when transitions trigger as follows:

Auto: Triggers the transitions automatically as soon as the process reaches the transition.
Command: Triggers the transition on a command. Not used.
Timers: Triggers the transition on a timer such as time, interval, or date.

On triggering a transition, the transition can then be applied always, conditionally, or otherwise. Otherwise means that a transition is applied when a transition for the same activity is not applied. For conditional transitions, the conditions must be true for the transition to be applied. For example, conditions check whether applicants have academic clearance.

International student applications. The Applicant category on applications identifies if the applicant is an international student. The IsApplicantCategory action checks the Applicant category on the applications. The action IsApplicantCategory with the parameter value International creates a condition that selects the international applications.

The image Workflow transitions shows a workflow with a conditional transition Transition A, which is applied for new applications allocated to the default desk, and the otherwise transition Transition B is applied to other applications.

activities and transitions — Workflow transitions example

Transitions can have several conditions. When multiple conditions are specified for a transition, the concatenation needs to be specified. The concatenation options are as follows:

AND, all conditions specified on the transition must be met.
OR, one of the conditions specified on the transition must be met.

Applications where the first offer was unconditional, and it has been accepted. This filter requires both the offer decision and response on applications to be checked. To do this requires two conditions and the conditions are entered in the order they are to be applied. The first condition is set to find the applications with unconditional offers. The second condition checks if the offer has been accepted. As both conditions need to be met the concatenation type for the transition needs to be set to And. The first offer is recorded in Decision 1 on the application and the response is recorded in Response 1. The actions IsDecision1 checks Decision 1 and IsDecision1Response checks Response 1 on the applications. Set the conditions to IsDecision1 with a value Unconditional Offer and IsDecision1Response with a value Firmly accepted to select these applications. Set the Conditions concatenation type to And to require both conditions to be met.

Conditions are organised as follows:

Clearance check conditions
Application conditions
Applicant conditions
Document conditions
Visa sponsorship conditions

The conditions that are available depend on the business entity of the workflow.

Clearance check conditions

The clearance check conditions typically check for values found on the Clearance check tab, and for academic and financial clearance found on the Application tab of applications. The table Clearance check conditions details the clearance check conditions, the reference data they use, and the business entity where they are available.

Clearance check conditions
Action	Function	Reference data	Business entity
Clearance check status	Does the clearance check have the selected clearance check status? For example, Failed .	Clearance check status	Application clearance check
Clearance check status changed	Has the clearance check status changed? No parameters are selected for this action.	Not applicable	Application clearance check
Clearance check status old	Did the clearance check have the selected status before the status was changed? For example, did the clearance check have the clearance check status of In progress before it was changed. Clearance check status old can be used with Clearance check status to create a transition that checks for clearance checks changing from one status to another. For example, has the clearance check status changed from In progress to Passed. Attention Clearance check status old only works with the Update trigger.	Clearance check status	Application clearance check
Clearance check type	Is the selected clearance check type on the applications. For example, is there a Valid visa clearance check on the applications.	Clearance check type	Application clearance check
Has all clearance checks with status	Do all clearance checks on the applications have the selected status? For example, Passed.	Clearance check status	Application
Has clearance check of type	Checks applications for the selected clearance check. For example, do the applications have a Valid Visa clearance check.	Clearance check type	Application
Has clearance check of type and status	Checks applications for the selected clearance check and clearance check status. For example, do the applications have a Valid Visa clearance check which is set to Passed	Clearance check type and Clearance check status	Application
Has clearance checks	Does the application have any clearance checks? No parameters are selected for this action.	Not applicable	Application
Has cleared academic clearance	Has the application cleared the academic clearance? No parameters are selected for this action. Attention The Cleared checkbox on the Academic clearance reference data identifies which items give the application a cleared status.	Not applicable	Application
Has cleared financial clearance	Has the application cleared the financial clearance? No parameters are selected for this action. Attention The Cleared checkbox on the Financial clearance reference data identifies which items give the application a cleared status.	Not applicable	Application
Has one clearance check with status	Checks all clearance checks on the applications for the selected status. For example, does one clearance check on the application have a status of In progress.	Clearance check status	Application

Application conditions

The application conditions typical check for values found on the Application tab of applications. The table Application conditions details the application conditions, the reference data they use, and the business entity where they are available.

Application conditions
Action	Function	Reference data	Business entity
Has application tag	Has the selected application tag been assigned to applications. Multiple tag types can be selected. For example, do applications have an application tag for Research.	Tag	Application Application clearance checks
Has fee quotation with status	Has a fee quotation with the selected status.	Fee quotation status	Application
Has fee status 1	Has Fee Status 1 been set on the applicant. To be defined.	Fee status	Application
Has mode	Does the entry point for the admissions programme have the selected mode. Multiple modes can be selected. For example, applications where the entry point has a mode of Full time. Attention The entry point of the application defines the mode.	Mode	Application
Has person tag	Has the selected person tag been assigned to applicants. Multiple person tags can be selected. For example, do applicants have a person tag for Under 18.	Tag	Application Application clearance check
Has reference with status	Has the reference the selected reference request status, such as Email sent and Link clicked.	Reference request status	Application
Is academic year	Is the application for the selected academic year. Multiple values can be selected. For example, applications for the 2024/5 academic year.	Academic year	Application
Is admissions entry system	Which admissions entry system did the application come through? Such as UCAS, Direct. Multiple values can be selected.	Not applicable	Application
Is admissions programme	Is the application for the selected admissions programme. Multiple values can be selected.	Admissions programme	Application
Is applicant category	Is the applicant in the selected applicant category. Multiple values can be selected. For example, the applications for International students.	Applicant category	Application
Is award group	Is the Admissions options on the application in the selected award group. Multiple values can be selected. For example, the applications for Bachelor of Science with Honours degrees.	Award group	Application
Is block	Is the entry point for the application in the selected block. Multiple values can be selected. For example, the applications with an Entry point in the Year 1 Block. Attention The entry point of the application defines the block.	Block	Application
Is completion state	Checks applications for the selected completion state. For example, is the application at a state of pending or received.	Completion state	Application
Is decision 1	Checks decision 1 on applications for the selected decision. For example, applications where the first decision is a Conditional offer. Attention Available after decision 1 has been made.	Decision profile	Application
Is decision 1 response	Checks the decision 1 response on applications for the selected response. For example, applications where the first response is Firmly accepted. Attention Available after decision 1 has been made.	Response	Application
Is decision 2	Checks decision 2 on applications for the selected decision. For example, applications where the second decision is an unconditional offer. Attention Available after decision 2 has been made.	Decision profile	Application
Is decision 2 response	Checks the decision 2 response on applications for the selected response. For example, applications where the second response is Firmly accepted. Attention Available after decision 2 has been made.	Response	Application
Is department	Checks applications for the department. Multiple departments can be selected. For example, applications where the programme is in the Law department.	Department	Application
Is desk	Checks for the Desk the application is in. Multiple desks can be selected. For example, applications in the Decisions for review desk.	Desk	Application
Is enrolment structure	Checks the enrolment structure on the admissions programme. Multiple values can be selected. For example, applications where the entry point admissions programme is in the Health BSc enrolment structure. Attention The admissions programme on the entry point of the application defines the enrolment structure.	Enrolment structure	Application
Is enrolment structure type	Checks the enrolment structure type of the admissions programme. Multiple values can be selected. For example, applications where the entry point admissions programme requires a Placement. Attention The enrolment structure of the admissions programme on the entry point of the application defines the enrolment structure type.	Enrolment structure type	Application
Is faculty	Checks the faculty on applications. Multiple faculties can be selected. For example, applications where the programme is in the Medical Faculty.	Faculty	Application
Is fee status	Checks the fee status of applications. For example, isFeeStatus = "Query".	Fee status	Application
Is folder	Checks the folder for the applications. Multiple folders can be selected. For example, applications in the Waiting for information folder.	Folder	Application
Is graduate level	Checks the initial award level on the admissions programme set on the entry point for the application. Multiple values can be selected. For example, the first year of a degree.	Qualification level	Application
Is international applicant	Returns applications where the Home or Overseas flag is set to O. No parameters are selected for this action.	Not applicable	Application
Is offer status	Is the offer status on the application the selected status. For example, applications where the offer status is Pending.	Offer status	Application
Is old desk	Checks the desk the application was in before a desk change was triggered. For example, was the application in the Pending applications desk before the desk change was triggered. Attention Is old desk only works with the custom event Application desk changed.	Desk	Application
Is old folder	Checks the folder the application was in before a folder change was triggered. For example, was the application in the Waiting for information folder before the desk change was triggered. Attention Is old folder only works with the custom event Application folder changed.	Folder	Application
Is programme intended award level
Is responsible person	Is the responsible person on the application the selected staff member. Multiple staff members can be selected.	Not applicable	Application
Is responsible person not set	Checks if applications don't have a responsible person assigned. No parameters are selected for this action.	Not applicable	Application
Is route	Checks the Admissions option route on the application. To be defined. Attention Admissions options. For example, where the Admissions option has a route of English Literature BA - Full time.	Route	Application
Is status	Checks the status of the application. Multiple statuses can be selected. For example, applications where the application status is Deferred.	Status	Application
Is visa sponsorship status	Is the visa sponsorship status on the application the selected status. Multiple statuses can be selected. For example, applicants with a visa sponsorship status of Complete.	Visa request status	Application
Is within parent folder	Is the application in the selected parent folder. For example, applications that are within the parent folder Review in progress.	Folder	Application

Applicant conditions

The applicant conditions typical check for values found on the person profile of applicants. The table Applicant conditions details the applicant conditions, the reference data they use, and the business entity where they are available.

Applicant conditions
Action	Function	Reference data	Business entity
Has criminal conviction	Is the criminal conviction on the person profile set to the selected value. For example, does the person profile have Criminal conviction set to Unknown.	Criminal conviction	Application
Has proxy	Does the applicant have a nominated proxy. No parameters are selected for this action.	Not applicable	Application
Has disability	Does the applicant have a disability health record. No parameters are selected for this action.	Not applicable	Application
Is country	Not used.	Not applicable	Application
Is country of birth	Checks applicants for the selected country of birth. Multiple values can be selected. For example, applicants with India as their country of birth.	Country	Application
Is country of birth geographical group	Checks the geographical group of the country of birth 1, such as European community	Geographical group	Application
Is ethnicity	Checks applicants for the selected ethnicity. Multiple values can be selected. For example, applicants whose ethnicity is Italian.	Nationality	Application
Is nationality 1	Checks nationality 1 on applicants for the selected nationality. Multiple values can be selected. For example, applicants where their nationality is Not Known.	Nationality	Application
Is nationality 1 geographical group	Checks the geographical group of nationality 1, such as European community.	Geographical group	Application
Is nationality 2	Checks nationality 2 on applicants for the selected nationality. Multiple values can be selected. For example, applicants where their second nationality is Italian.	Nationality	Application
Is nationality 2 geographical group	Checks the geographical group of nationality 2, such as European community.	Geographical group	Application

Document conditions

The document conditions check for document placeholders and documents on the Documents tab and the Clearance checks tab of applications. The table Document conditions details the document conditions, the Documents reference data they use, and the business entity where they are available.

Document conditions
Action	Function	Reference data	Business entity
Document placeholder exists	Checks if a document placeholder exists on applications. For example, is there a document placeholder for academic transcript on the application. Parameter values: Document Type. For example, Passport, CV, Transcript. Document Entity Keys. Comma-separated list of entity keys for the document placeholder. To be defined.	Document type	Application Application clearance check
Document version exists	Checks if a document is attached to applications. For example, is there a CV linked to the applications. Parameter values: Document Type. For example, Passport, CV, Transcript. Document Entity Keys. Comma-separated list of entity keys for the document. To be defined.	Document type	Application Application clearance check

Visa sponsorship conditions

The table Visa sponsorship conditions details the conditions, the Visa sponsorship reference data they use, and the business entity where they are available.

Visa sponsorship conditions
Action	Function	Reference data	Business entity
Has CAS request status	Has the application the selected CAS request status. Note that the CAS request status is the current CAS request status.	Request status	Application