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Adding a workflow to

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a page or blog post

Excerpt
nameaddworkflow_intro
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A workflow is added and applied to your pages and/or blog posts in a space by either

Space mode application of a workflow allows centralized management of the document process in each space. This allows your editors and reviewers to focus on the content generation, review, and approval following a controlled document workflow process applied automatically on page creation in the space.

Add workflow - page tools menu

If

Excerpt
nameaddworkflow_pagetools

When there is no workflow

is currently

applied to all the pages in the space

or on the page

, the page tools Add Workflow option is available to add a workflow

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Space administrator

Add workflow displays two options for a user with space admin permission

Image RemovedAdd Workflow to this Space

.

  • open page tools menu

  • choose Add Workflow …

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  • if the user only has Confluence view and edit permission for the page

    • Add Workflow opens the Workflow picker

    • select a workflow

    • Apply the workflow to the page or Apply & Customize to edit the workflow in workflow builder and apply to the page

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  • if the user has Confluence view and edit permission for the page and space administrator permission

    • Add Workflow opens the Add Workflow dialog box

      The Add workflow dialog box displays the options to add the workflow

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    • choose how the workflow is to be applied

Apply to all pages in the space <spacename>

  • only displayed for a user with administrator permission

  • opens the space tools document management dashboard to choose and configure the application of a workflow in space mode

Apply workflow to page <pagename>

  • displayed for a user with editor permission for the page and for a user with space admin permission

  • opens the Workflow picker

Info
Space mode workflows allow

Applying to all pages in the space (space mode workflow application) allows greater central management of your

content

documents and

are

is the recommended way to add and apply a Comala Document Management workflow for use in a production environment.

Add Workflow to this page opens the Workflow picker to select and add a page workflow to the current page

Getting Started with Comala Document Management

Child pages (Children Display)
pageGetting Started with Comala Document Management
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Workflow picker

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Info

By default, the workflows included with the app and enabled by the global administrator are displayed as options. The workflow picker also displays any custom workflows added to the space document management page workflows dashboard.

Choose a workflow and select either

  • Apply to add the workflow to the current page

  • Apply & Customize to edit the workflow in workflow builder visual editor before applying the edited workflow to the current page

The Workflow custom states option is only available if applying a page workflow. This option requires you to customize a simple two-state workflow to create a new workflow.

On choosing Apply (or Save and then Exit in workflow builder if you customized the workflow) the workflow is applied to the page

and

. The following are added to the page

are

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The workflow icon opens a dialog box with details of the applied workflow name, current state, and workflow visual flow diagram.

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The workflow state status byline opens the workflow popup - the key interaction feature for the workflow editors with the workflow documentation process.

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Page editor

Choosing Add Workflow option opens the workflow picker directly if the user only has Confluence view and edit permission for the page,

Different workflows can be added and applied to separate individual pages in a space only if there is no active space mode workflow in the space.

If a

An active space workflow is

active, this will, by default, be

applied to all the pages and blog posts in the space including pages and blog posts that have previously had page mode workflow applied.

Getting Started with Comala Document Management

Child pages (Children Display)
pageGetting Started with Comala Document Management

The page tools menu option is not available to add a page workflow when a space workflow is enabled and applied to a page or blog post.

Add a workflow to all the content in a space

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nameaddworkflow_spaceworkflow

A space admin can add and apply a workflow to all content in the space using the space settings Document Management dashboard.

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  • choose the Add Workflow option in the dashboard

  • select a workflow using the workflow picker

  • choose Next

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The space administrator chooses how the workflow is added to the space. This is either

  • a workflow that remains linked to the global workflow template (global scope)

  • a copy of the workflow can be edited for the current space (space scope)

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  • highlight option required

    • Link to Global Template

    • Copy as Space Workflow

A global scope workflow is automatically enabled upon adding it to a space.

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A space scope workflow added to a space is, by default, added as inactive (disabled).

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The space scope workflow is enabled using the slider option.

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An enabled workflow in the space is automatically added and applied to all existing pages and blog posts in the space. This active workflow

  • overrides any existing page workflows that have been applied individually to a page in the space

  • and is, automatically added to any new pages and blog posts subsequently created in the space

Info

Comala Document Management only allows one space workflow to be active. This maintains the requirement that only one workflow can be active on any individual page or blog post at any one time.

Tip

A space administrator can add one or more workflows to a space but only one will be applied to all the content in the space. Multiple active workflows in a space can be applied to different pages or blog posts workflow is filtered to a content label or a content type (pages or blog posts).